Assign Positions
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
The Assign Positions page associates J1 Web system roles with your school's Desktop job positions. When employees are assigned to their position, they are added to the roles associated with the position. This lets them access the hubs, pages, features, and interactions the roles provide and saves your school the step of assigning them to the appropriate J1 Web roles after they've been assigned to their position. To be associated with the roles, employees must be Jenzabar One users.
This feature works slightly differently between schools using J1 Human Resources and schools that do not.
If your school has a J1 Human Resources (HR) license:
Associate your school's positions with the appropriate J1 Web roles on the new Assign Positions page. (Positions are managed on the Desktop, Organization Positions window).
When users are assigned to a position associated with J1 Web roles, they are immediately added to those associated roles and can access the enabled features. (Users are associated with positions on the Desktop, Applicant Master and HR Positions windows).
If your school does not have a J1 Human Resources (HR) license:
Create and manage the positions you need in J1 Web on the new Assign Permissions page.
Associate the positions with the appropriate J1 Web roles.
Assign users to the appropriate positions. Once assigned, they are added to the associated J1 Web roles.
Note
When role permissions change, the employees in positions associated with those roles are impacted. Impacts are not immediate. The system evaluates changes and applies them the following day.
Access the Assign Positions page.
Find the position you want to assign roles to using the filter and sort options.
Click the Expand + icon.
Click the Manage Associations link next to the Associated System Roles field. The Manage System Roles pop-up window appears with any existing associations shown.
In the Add Associations field, start typing the name of the role to be associated with the role.
Select the appropriate role from the ones that appear.
Repeat steps 5 and 6 as many times as needed.
Click Update. The Manage System Roles pop-up window closes and the changes are shown on the Assign Positions page.
Access the Assign Positions page.
Find the position you want to see the users assigned to using the filter and sort options.
Click the + icon.
Click the Manage Associations link next to the Employees in Position field. The Manage Employees in Position pop-up window appears with a list of the employees assigned to the position shown.
If your school uses J1 HR, this list shows employees assigned to positions in Desktop.
If your school does not use J1 HR, this list shows employees assigned to positions in J1 Web.
Note
Click on the employee's name hyperlink to access additional information about them on the Person Information Details page.
Click Done. The Manage Employees in Position pop-up window closes.
Note
Positions created in J1 Web are only available in J1 Web.
Access the Assign Positions page.
Click Create position. The Create Positions Definition window appears.
In the Position Code field, enter a unique code for the new position.
In the Description field, enter a brief code description.
From the Active drop-down, select Yes or No. Active positions are available for associating to users and roles. Inactive positions are unavailable.
From the Associated Permission Roles drop-down, start typing the name of the role to be associated with the role and select the appropriate ones that appear.
To create another position definition, click Save and create another and repeat steps 3-6. To finish creating a position, click Create and Done. The Create Positions Definition window closes.
*Available for schools without J1 HR.
Access the Assign Positions page.
Find the position you want to update using the filter and sort options.
Click the Edit icon. The Edit Position Details pop-up window appears.
Make needed changes.
Note
Changing the roles associated with the position impacts employees associated with those roles. For example, if you remove a role, employees in that position will lose access to the hubs, pages, interactions, and features those roles provided.
Click Update. The Edit Position Details pop-up window closes.
*Available for schools without J1 HR.
Access the Assign Positions page.
Find the position you want to delete using the filter and sort options and select the checkbox next to the Position Code.
From the Options drop-down menu, select Delete. The Delete Definitions? pop-up window appears.
Click Yes, delete. The positions are deleted and the Delete Definitions? pop-up window closes.
*Available for schools without J1 HR.
Select the checkboxes next to the rows you want to export.
From the Options drop-down, select Download to Excel. The Download to Excel pop-up opens.
Select options for the Excel format and data columns.
Click Download. Your .xlsx or .zip file is saved in the file location that you have set in your browser settings.
It may not exist or be active in J1 Desktop. You can check the Desktop's Organization Positions window to confirm it exists in the system and is active.
If your school uses J1 HR, they can be associated with a position on the HR Positions and Applicant Master windows in the Desktop.
If your school does not use J1 HR, they can be associated with a position on the Assign Positions page. There is no impact to J1 Desktop.
Yes. When role permissions change, employees in positions associated with that role are impacted. They can have access to features automatically granted or disabled.
Tip
To keep track of new features available with J1 Web roles, access the Release News from the Help Hub and the Edit Role page where you can choose to view release indicators that show what changes have been made to a role for a particular release.
Roles are managed in the Core, User Management hub, System Roles page. If you do not have access to the System Roles page, contact your campus support team for more information.
To view the permissions available with a role:
Access the Core, User Management hub, System Roles page.
Note
If you do not have access to the System Roles page, contact your campus support team for more information.
Find the role you want to view permissions for using the filter and sort options.
From the Options menu, select Edit. The Edit Role page appears.
From the Permissions tab, you can see which pages and features are enabled for a role.
From the Users tab, you can see the other users assigned to the role.
From the Interaction Access tab, you can determine which types of communications, notes, To Dos, and documents associated with records in the system users in the role can access/work with.
From the User-Defined Fields tab, you can see which custom fields users in the role can access/work with.
In the same ORG_POS_MAST table as positions created in the Desktop. This does not make the positions available in J1 Desktop. They are only available in J1 Web.