Jenzabar Campus Portal Features Help Hub

Web System Administration - Archive

Tip

Only releases with enhancements or resolved issues for this module have content below.

2021.2
Enhancements
Data Impacting Performance Information Available

A new Data Impacting Performance block is available on the System Administration Hub page. This block identifies data issues impacting overall system performance. Common issues include unsuitable MS SQL Server Max Memory configurations, building codes with multiple locations, and inaccurate counts of active degree seeking students. For more information, see the Data Impacting Performance help page: https://jenzabarhelp.jenzabar.com/ews/help/J1Web/released/en/data-impacting-performance-block.html

The image shows the new Data Impacting Performance bock.
New JICS Authentication Options

J1 Web 2021.2 introduces the following new JICS Authentication options on the Product Installs and Sign In page:

  • A new Add JICS Advisors to J1 Web setting allows Campus Portal advisors to be added to J1 Web the first time they log in to J1 Web, which saves time on manually adding them to Desktop and enabling J1 Web access.

  • New Advisor Roles, Employee Roles, and Faculty Roles options let you designate which roles Campus Portal users will be assigned to when they are added to J1 Web. Users are still added to the J1 Web Users role, but you can now assign them to Jenzabar-provided or customized roles as well.

    Notice

    For example, you might want all newly added JICS employees to be added to a customized Full Time Employee role your school created.

The image shows the Product Installs and Sign In page, JICS Authentication options. The new Add JIS Advisors to J1 Web options are highlighted as well as the new select roles options.
Permissions Added

New permissions are available for the following roles:

  • J1 Web Privacy role has a new Cannot use global Person search permission that prohibits users from searching for users from the global search options.

  • Registration Module Manager role has a new Can edit settings that allow students to edit variable Credit Hours and Grading Type for sections that have them permission that gives users access to the new variable credit settings in Registration.

  • Users assigned to the Communication Management Base role with the Can apply interactions permission enabled will now have access to re-queue interaction options.

Resolved Issues

Issue

Description

RN23051

Users who were marked inactive for J1 Web were able to sign in to it with their Campus Portal credentials.

RN26257

Sign-in failed with some single-sign on (SSO) environments.

Enhancements
New Permissions

Several permissions have been added to the default System Administration Manager role. These permissions can be turned on and off for the default and customized System Administration Manager roles.

New Permissions for Updating Images

Images permissions allow image updates for people and locations.

  • Can update images for employees (on Employee pages)

  • Can update images for people (on Person pages)

  • Can update images for places

  • Can update images for spaces

  • Can update images for suites

New Permission for Data Definitions

Configuration Data permission lets users access and manage system-wide data definitions using the new Data Definitions page.

New Communication Management Role

Several Communication Management features are available in 2021.1 with a full release and detailed information available in 2021.2. To access standard features of the new Communication Management hub, assign users to the new Communication Management Base role.

New Data Definitions Page

A new Data Definitions page lets you manage address codes, alternate contact types, as well as phone carriers, masks, and types associated with contact information for individuals and organizations in J1 Web and Desktop. These new definitions are available as options in the new Phone and Alternate Contact fields on the Address tabs in J1 Desktop. For more information, see the Desktop, Common, Enhancements section.

Note

Address codes were previously managed in J1 Desktop.

The Data Definitions page lets you determine the order the system uses to find and utilize definitions as well as their order in drop-downs.

Notice

If the *CUR (Current) address code is designated the highest priority and *LHP (Legal/Home/Permanent) the second highest priority, then when communications go out, the system uses the contact information associated with a recipient's current record. If contact information for *CUR doesn't exist, then the system uses the information associated with their *LHP record.

This image shows the new J1 Web, System Administration, Data Definitions page with notes about priority options letting you tell the system what information to use first and that the page lets you manage what what information options are available in the Desktop.
Resolved Issues

Issue

Description

RN15133

Student financial blocks, which are under development and not yet released, were visible to users in the Unrestricted User role.

RN18798

Attempting to copy the Registration Module Manager role sometimes resulted in an error.

RN18538

An error appeared when selecting Activate on the Manage System Users page for individuals not previously defined in J1 Web as users, employees, or faculty.

RN18863

On the Manage Employees page, searching using some filter combinations resulted in an error.

RN20204

The J1 Web installer failed to run the process that registered J1 with the online help server. J1 Web online help now works as expected.

RN20997

The View Student Notes table did not display if the Notepad item's description contained any tab characters.

RN23269

On the Products and Installs page, when Multi-Factor Authentication was selected as the Sign-In Method, an error message appeared when users clicked the Options button.

Resolved Issues
Enhancements
J1 Web Privacy Role Improvements

This release includes performance improvements to the System Administration, Manage System Roles, J1 Web Privacy Role, Edit Role page.

Stored Procedure Update

Input validations have been added to the APP_USER.USER_ID and the AppID parameters of the ExiCreateExiRoleAssignment stored procedure. These parameters must be valid before existing J1 Web users can be added to J1 Web roles. If there are errors, notification messages appear in the system, –1 is returned, and a row is added to the ERROR_LOG table.

Enhancements
New Single Sign On (SSO) Configuration Options

New import and export Security Assertion Markup Language (SAML) metadata options let you quickly populate the Single Sign On (SSO) details as opposed to manually entering the information. This saves time and ensures case-sensitive provider information is entered accurately.

RN_2020_1_wSA_SAML.png
RN_2020_1_wSA_importSAML.png

Once your identity provider's SAML information has been exported into an XML format, it can be uploaded into J1 Web, System Administration. Identity provider and SAML communication information are stored in the database and immediately applied to the SSO process. You can view the identity provider (IP) information from the Sign Sign On window.

Use the new Export SAML metadata option to export J1 Web SSO identity information in an XML file that can be imported into your identity provider.

New Role Permission for Events Module

Jenzabar added a new role permission called ‘Can be added as an Event Coordinator’. This permission allows users to create and edit events without automatically being added to Event Coordinator drop-downs.

Users must have this permission to be included in the Event Coordinator drop-downs on the following pages:

  • Create Event Wizard | Event Basics page

  • Event page | Contacts block

  • Review event details page | General Information pop-up

  • Manage Event Settings page | Event Requests Team field

Caution

Existing custom Event Coordinator roles will have the 'Can be added as an Event Coordinator' permission turned off by default.

RN_2020_1_ex_role_permission_ev_coord.png
Multi-Factor Authentication Settings Update

Changes to your multi-factor authentication settings are now applied as soon as you save. This means you no longer have to reset the IIS (Internet Information Services) for updates to take effect.

Resolved Issues

Issue

Description

199347

An error message appeared when users tried to access the Product Installs and Sign In page.

Enhancements
New SSO Settings

The following new settings in System Administration (Product Installs and Sign In) let your school set up Active Directory authentication in J1 Web as opposed to managing those configurations in the ProviderConfiguration.table.

RN_2019_5_SSONewSettings.png

Setting

SSO Configuration

Service Provider Identifier

Name used to identify your J1 site in the SSO environment. For example, https://www.yourschool.edu/J1Web

Identify Provider Identifier

Identity provider’s name/identifying information. Typically the identity provider’s base URL.

Identity Provider SSO URL

URL your identity provider generated to redirect J1 Web users.

Identity Provider Launch Page URL

URL your identity provider generated to appear when users sign out of J1 Web.

SAML Communications

  • Request Binding select the binding method your identity provider uses.

  • Name Identifier Type select the SAML response that will identify the authenticated user

  • Signing Method select the hashing algorithm to be used to sign responses.

  • Signing Certificate upload the identity provider-generated SAML signing certificate

New Permissions

New Permissions are available for the following roles:

  • Employee Administrator has new view, edit, and create Payroll Calendar permissions

  • Registrar

    • Can add student divisions

    • Can add programs

    • Can add student term table records

  • Registration Module Manager

    • Can add student divisions

    • Can add programs

    • Can add student term table records

Resolved Issues

Issue

Description

194846

Signing into J1 Web failed for users whose NAME_MASTER.LAST_NAME value included an apostrophe.

194882

The Academic Advising Module Manager role was not providing sufficient permissions to use the Manage Advising Roles page. The page was appearing blank for users in that role (except when they were also in another role providing the necessary permissions).

195094

The System Users page failed to display rows when more than 2,100 people were defined as Employees or as Faculty when picking those respective views.

Enhancements
New Single Sign On Configurations

To make setting up SSO easier, a new Single Sign On window is available from the Product and Installs page, and lets you manage identity provider information and SAML communication configurations.

RN_2019_4_SA_single_sign_on.jpg

Detailed configuration information is available in the J1 Web System Administration SSO Implementation Guide and online help. [need link to Sys Admin help]

System Role Updates
New Tabs on Edit Role Page

To improve overall usability, permissions and users related to a role have been broken out into separate tabs. Features for updating role permissions, and managing users assigned to roles remain the same.

RN_2019_4_SA_role_page_tabs.jpg
Access to Standard Features and Facilities Updated

With 2019.4, the Transitional Security role has been removed. All users must now belong to the J1 Web user role to access basic J1 Web features such as calendar, tasks, bookmarks, etc. As a part of this change, J1 Web User permissions have been generalized.

Meeting permissions have been added and moved to the following roles:

  • Academic Advising Module Manager

  • Advising – Access to All Students

  • Primary Advisor – Access to Assigned Students

  • Secondary Advisor – Access to Students by Academic Program, Athletic Roster, and Campus Location

  • Secondary Advisor – Access to Students by Campus Location

  • Faculty – Access to Courses and Students by Course

If you want users to be able to create and/or edit meetings, they must belong to a default or copied role with the Can create/edit meetings permission enabled.

The following general facilities permissions are now managed through the new Facilities User role:

  • View places and spaces

  • Use the location browser

  • View pending location approvals

  • Search location calendars

  • Create and edit meetings

Users who need access to facilities information must now belong to the new Facilities User role. This allows your school to more efficiently control access to facilities information.

Caution

To ensure users’ access to create and edit meetings, and/or view information about places and spaces isn’t disrupted, verify they belong to a role with the appropriate permissions:

  • Users that need to create/edit meetings must now belong to a role with meeting permissions (the roles listed above or the new Facilities User role).

  • Users that need to view location information must now belong to the new Facilities User role.

New Privacy Role

The new J1 Web Privacy role restricts users from accessing any information about a selected group of individuals. This includes prohibiting access to information from the Global Search options or the individuals’ pages.

Notice

Your school may want to prohibit student users from accessing information about board members. You can create a Student Users privacy role and then prohibit users in that role from seeing a group that includes all the board members at your school.

RN_2019_4_JI_Privacy_Role.jpg
New Permissions

New permissions are available for the following roles:

  • Business Office User has new view, create, edit, and delete batches and manage budget permissions

  • Employee Administrator provides new annual statement options that allow users to add/edit W-2 and 1095-C settings

  • Facilities Manager now includes the location browser permissions

  • Registration Module Manager and Registrars roles have new competency based education options for viewing, adding, editing and removing CBEs

System User Updates
New Employee Pay Group Filter
RN_2019_4_SA_employee_pay_grade_filter.jpg

Notice

Users can only see those pay groups they have permission to view (permissions managed on the Desktop HR Group Security Via Payroll window).

Additional Updates
  • J1 Web log files now include more detailed information about SSO errors.

  • New measures ensure the SSO authentication verifies the target URL is a valid J1 URL, which prevents open redirect attacks.

Resolved Issues

Issue

Description

179202

The scheduled job "Update Facilities In Use Timeslots" was not optimized and ran slowly.

180416

A cross-site scripting vulnerability was found that would have allowed potentially malicious coding to be inserted into the body of messages being sent from J1 Web.

187373

The Active Directory (AD) Sync process was automatically activating users as J1 Web users, but the decision and action to allow users to use J1 Web should be left to J1 Web administrators.

Enhancements
New Permission for Approving Academic Plans

The following new permissions have been added to some Advising roles in order to accommodate the My Academic Plan features in Campus Portal:

  • Can edit academic plans and approve student edits

    • Any role that previously had permission to edit academic plans now has permission to approve or deny student requests to edit their plans.

    • This role permission has been added to:

      • Advising - Access to All Students

      • Academic Advising Module Manager

      • Primary Advisor - Access to Assigned Students

      • Secondary Advisor - Access to Students by Academic Program (secondary advisors can approve/deny student requests on the Student page)

      • Secondary Advisor - Access to Students by Athletic Roster (secondary advisors can approve/deny student requests on the Student page)

      • Secondary Advisor - Access to Students by Campus Location (secondary advisors can approve/deny student requests on the Student page)

      • Faculty - Access to Courses and Students by Course

For more information on the My Academic Plan feature, see Campus Portal Student Features release news.

New Permission for the Registrars Role and the Registration Module Managers Role

With the new Can generate charges permission, users in these roles can generate charges for students during the registration process.

Note

The Generate charges feature is available under these conditions:

  • Your school has the Accounts Receivable license.

  • The Allow RE Billing? checkbox is selected for the particular billing period on the Billing Periods window in J1 Desktop.

Enhancements
New System User Filters

The Manage Systems Users page has new Employee options that let users search for employees by position, hire date, and termination date.

Tip

Sign In Page settings let you set up the system to add JICS employees to J1 Web using their JICS credentials.  For more information, see the Manage Product Installs and Sign In Methods help.

RN_2019_3_sys_admin_manage_sys_users_employees.png
RN_2019_3_sys_admin_manage_sys_users_employees2.png
Duo Partnership is Final: Multi-Factor Authentication Feature is Now Available

With J1 2019.1, Jenzabar added a multi-factor authentication (MFA) sign in option. MFA is a layered authentication process that makes it more difficult for an unauthorized person to access your network. Jenzabar's partnership with Duo to provide this feature has been finalized and the multi-factor authentication option can be implemented.

For more information:

System Administration Archive for 2019.1

Manage Product Installs and Sign In Methods [need to add link to online help]

Duo Multi-Factor Authentication for Jenzabar

New Role Permissions

Registrars and Registration Module Managers have the following new Student Management permissions available:

  • New Can remove student divisions permission lets users remove a division from a student’s record on the Manage Student Division and the Student Information Details pages.

  • New Can remove programs permission lets users remove a program from a student’s record on the Manage Student Division and the Student Information Details pages.

  • New Can view student notes permission lets users view notepad notes about a student on the student's summary page.

Registration Module Managers also have the following new Student Management permission:

  • New Can Design student General Info Custom Data permission lets users manage user-defined Student Master table information on the Student Information Details page

Note

These new permissions are available to any roles your school created based on the Jenzabar-provided default role templates.

Resolved Issues

Issue

Description

157077

When the JICS URL is set to an invalid path, several jobs in the Scheduled Jobs service will fail. Further, those failures were causing unrelated jobs to exit unexpectedly. This left J1Web in an unexpected state, as required jobs were not completing.

167530

When EXi is configured to use Exchange calendar syncing, it becomes impossible to use JICS as its SSO identity provider, because both features require the use of the APP_USER.DIRECTORY_SERVICE_USERNAME database field, but in conflicting ways.

167536

When SSO is correctly configured and users and correctly set up, users are still getting a "Sign in was not successful" message on the sign-in screen and are not able to login.

167907

On the My General settings page for a user, the Task and Message Forwarding section sometimes displayed a cached email address for another user. This has been resolved.

168314

The SSO Configuration SQL Script published to MyJenzabar.net has been fixed to require signed certificates for user credentials. Schools using SSO should re-run the script to set up that requirement.

Enhancements
Manage System Users Page Enhancements

The new System User Names drop-down on the Manage System Users page lets you view all system users or just faculty. Filter options let you search for faculty by name, status, role, name, type, term, and/or section.

Note

Sign In Page settings let you set up the system to add JICS faculty to J1 Web using their JICS credentials.  For more information, see the Manage Product Installs and Sign In Methods help.

RN_2019_2_sa_new_users_dd.png
RN_2019_2_sa_faculty.png
New Outlook Verification Options

A new Verify a mailbox or calendar option on the Calendar Settings page lets you access the new Verify a Mailbox or Calendar for Microsoft Outlook page.

RN_2019_2_sa_verify_link.png

Use this new page to enter a user's name and/or Exchange credentials and test the connection.

RN_2019_2_sa_verify_oulook_credentials.png
New Permissions for Registration Roles

To facilitate student registration, several roles have new permissions available.

Role

What's New

Registrars

Section Management permission set

Student Management permission set

Registration Module Managers

Catalog Courses permission set

Student Management permission set

Section Management permission set

Faculty Access to Students and Courses and Students by Course

Can view student section list (replaces Can view student course history)

Additional Enhancements
  • Sign In Method and Calendar and Third-party Calendars settings no longer require an Internet Information Services (IIS) reset after being updated.

  • If your school isn’t licensed for a particular J1 Web module, then the scheduled jobs for that specific module no longer run. All schools still run common and standard scheduled jobs.

  • Two updates were made to the System User Names filter option on the Manage System User page:

    • Account status information is no longer shown

    • User IDs now appear next to the names matching the results

Resolved Issues

Issue

Description

151343

Schools were unable to save email addresses ending with a capital letter in the Email field of the Contact Information for Your Support Team setting on the Communications page.

Enhancements
New Scheduled Jobs History Page

A new View all scheduled jobs link on the Scheduled Jobs block accesses the new Scheduled Jobs History page where users can view a full list of all failed or successful scheduled jobs.

RN_2019_1_New_View_All_Scheduled_Jobs_Link.png

The Scheduled Jobs block on the System Administration Home page shows the 5 most recent scheduled jobs and the new Scheduled Jobs History pages shows a full list of all failed or successful scheduled jobs. Just like the Scheduled Jobs block, users can see information about what a scheduled job does, when it was last run, how frequently it runs and for how long. For failed jobs, users can also see the log incident number making it easier to find the issue in the log file when troubleshooting issues.

The Scheduled Jobs History page includes a filter feature that lets users search for scheduled jobs by a specific keyword.

RN_2019_1_Scheduled_Jobs_Page.png
New Version Indicators

To make it easier to distinguish what roles and permissions have been changed or added, version indicators have been added to the System Roles and Edit Roles pages. New Updates by Version and Versions filter options let users choose what release they want to see indicators for. They can chose to see indicators for a specific release, all releases, or no releases.

RN_2019_1_Version_Filters.png
New Multi-Factor Authentication Option

With J1 2019.1, Jenzabar has added a multi-factor authentication (MFA) sign in option. MFA is a layered authentication process that makes it more difficult for an unauthorized person to access your network. A partnership with Duo to provide this feature is imminent and will be announced once official.

RN_2019_1_Multi-factor_authentication.png
Reorganized Settings

To make System Administration settings easier to find and setup, settings were broken out into three pages: Calendar, Communications, Product Installs and Sign In. To access these new pages, the Hub options were separated into Admin options and Settings and new options were added.

RN_2019_1_Setting_hub_options.png
RN_2019_1_New_Settings_Pages.png
New Filter Options

The Systems Role page has a new System Roles Filter, which allows users to search for roles by keyword and filter them by default versus copied or when the role was added to J1 Web or most recently updated.

RN_2019_1_System_Roles_Filter.png

A new Account Status filter option has been added to the Manage System Users page. This filter lets users choose to see only active or only inactive J1 Web system users.

RN_2019_1_Account_status_filter.png
Additional Enhancements

Jenzabar’s cloud help server is now synchronized with the J1 Web URL configuration on the Product Installs and Sign In page. When your school changes the J1 Web URL, the new URL is registered with the cloud server to ensure users can access online help.

Resolved Issues

Issue

Description

138875

Users were unable to bookmark the System Administration hub, System Users page. The bookmark feature for this page now works correctly.

150133

System Users page showed JICS login information for users even when a school did not have a JICS URL configured on the Product Installs and Sign In page.

147290

Database error occurred when attempting to delete a J1 Web user who had sent Web messages.

147859

When two columns in the Facility table requiring data were null, J1 Web Facilities pages did not appear. These columns have been removed and Facilities pages now appear correctly.