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Communications Setup Checklists

Pre-Implementation

  • Complete the tasks in the Before You Get Started in Communications checklist detailed in the Pre-Implementation Guide for J1 Web Communications. This administrator's guide assumes the following steps have been completed:

    • DNS set up with public DNS entries and valid records for your J1 Web server’s subdomain.

    • Valid SSL certificate issued by a Certificate Authority has been installed on the J1 Web server that can be used by Twilio and SendGrid. Self-assigned certificates are incompatible with Communications Plus.

    • Network firewall is configured to allow J1 Web to accept HTTPS requests.

    • J1 Web server is publicly available from the internet.

    • The FormFlow Contact Information Update form is available to collect updated contact information.

    • Document Storage permissions and allowed file types for Communications are set up.

    • Communications Plus clients have created Twilio and SendGrid accounts.

  • Complete the Communications for Module Managers and Administrators training videos available on learn.jenzabar.com.

Installation

General Configurations

  • Add users to the appropriate Common and System Administration roles needed for them to access and complete items in this checklist.

    See the the Manage System Users and Using Roles to Control Access to Communication Management Features topics for more information.

  • Add users to Communication Management roles (System Administration, Manage System Users and/or Manage System Roles).

    Communications provides Base and Licensed roles. Base determines which users can access and work with different types of interactions, data sets, automation plans, schedules, and Notepad and Message archives. Licensed is available with Communications Plus and grants access to the Interaction Inbox and grants validation permissions.

    See the Manage System Users and Communication Management Roles and Permissions topics for more information.

  • Verify or enter the public facing J1 Web URL in J1 Web and ensure the field has https: selected (Core, System Administration, System Settings, Product Installs and Sign In page, J1 Web URL).

    See the Product Installs topic for more information.

  • Configure your email provider in J1 Web (System Administration, Communications, Email Provider). See the Email Provider Setup topic for more information.

    You can use Jenzabar’s Client Application Services or Jenzabar’s integrated solution, SendGrid. Both provide basic email, and plain text and HTML formatting. Client Application Services only provides outgoing emails. SendGrid provides bi-directional emails as well as dynamic WYSIWYG formatting options and email analytics.

  • Ensure the appropriate email types are active and prioritized in the order you want the system to look for them when sending an email. For example, if you make *CUR the first priority and *LHP the second priority, then when an email is sent, the system will look for an email address in the *CUR first. If an address isn't found, it will look for one in the *LHP (System Administration, Data Definitions).

    See the Data Definitions topic for more information.

    Note

    Email addresses are associated with individuals in J1 Web on the Person Information Details page, Contact Info tab and the Desktop's Name Entity window. Recipients must have an active, verified email address in the system to receive emails.

  • Set up document storage for communications files (Desktop, Document Storage Setup window). See the Using Document Storage with Communications topic for more information.

    Document Storage configurations determine who can create and save document interactions as well as save inbound attachments from emails and texts. Jenzabar provides a COMMATTACH document category for Communications, but you'll need to verify allowed file types are configured and determine where you want documents stored (i.e., database, network, and/or third-party provider).

    User responsible for setting up document storage in the Desktop will need to belong to a role with access to the ... .

  • Determine the maximum number of pages allowed in a document merge download file (Communication Management, Settings, Document setting option).

    This configuration determines the maximum number of pages that can be downloaded from a document interaction's output and saved in your document storage system or system file.

    See the Communication Management Settings topic for more information.

  • Set up interaction forwarding options (optional) (System Administration, Communications, To Do and Interaction Forwarding).

    Users have the option to forward J1 Web tasks and messages to a selected email address from their general settings. They can only choose an email address in the Desktop application that is active and associated with an allowed domain.

    • Add allowed domains (System Administration, Communications, To Do and Interaction Forwarding setting).

    • Enable To Do and Interaction Forwarding (System Administration, Communications, To Do and Interaction Forwarding setting).

    See the Communication Forwarding Options topic for more information.

  • Grant J1 Web roles permissions to different module access codes (System Administration, Manage System Roles, Edit Role, Module Access tab).

    Module Access Codes control who can work with different interactions based on the roles they belong to. Access codes are associated with J1 Web roles, and roles can have multiple access codes enabled. Adding a user to different roles grants them access to any interactions associated with the codes accessible to those roles.

    See the Module Access Codes topic for more information.

  • Create non-templated interaction types to create and send note, email, text, and To Do interactions from the Create New Communication window throughout the system. During the testing phase, Jenzabar recommends deselecting the Do not allow duplicates for this record checkbox on the Basics steps of the Define Interactions process.

    Every interaction created is associated with a code which categorizes interactions and helps with analytics. Jenzabar provides several default interaction codes that can be used for general purposes, but defining additional non-templated interactions let you further refine the different types of interaction codes that can be used.

    See the Define Interaction topic for more information.

  • Set up the FormFlow Contact Information Update form to confirm and collect updated contact information from students, faculty, and staff using your Campus Portal. This helps ensure your intended recipients receive your communications.

Texting Configurations

  • During the pre-implementation process, the following should have been completed:

    Note

    Detailed information is available in the Pre-Implementation Guide for J1 Web Communications.

    • Created an account with Twilio. See the Adding Phone Numbers to J1 Web topic for more information.

    • Designated someone to regularly monitor the Telephone Consumer Protection Act (TCPA) to stay abreast of texting guidelines changes. Twilio provides updates as they happen, but it's helpful to have someone monitoring on campus.

  • Enter your Twilio account security ID and authorization token in J1 Web (System Administration, Communications, Texting Provider).

    See the Texting Provider topic for more information.

  • Assign J1 Web users to the numbers you purchase (Communication Management, Settings, Texting Settings).

    See the Communication Management Settings, Texting Settings topic for more information.

  • Determine how long incoming temporary attachments will be stored and where (System Administration, Communications, Attachment Files).

    See the Attachment Files topic for more information.

  • Enter the welcome message you composed during the pre-implementation process. This will be the content of the first text recipients get after they opt to receive text messages from your school. Federal government guidelines require including information about opting out (System Administration, Communications, Texting Template).

    See the Texting Template topic for more information.

  • Verify your data definitions:

    • Ensure phone carriers your recipients may be using are available and active. Jenzabar provides commonly used phone carriers, but you can add others (System Administration, Data Definitions, Phone Carriers).

      See the Data Definitions topic for more information.

    • Ensure the appropriate phone types are active and prioritized in the order you want the system to look for them when sending a text. For example, if you make *CUR the first priority and *LHP the second priority, then when a text is sent, the system will look for a phone number in the *CUR first. If a number isn't found, it will look for one in the *LHP (System Administration, Data Definitions, Phone Types).

      See the Data Definitions topic for more information.

      Note

      Phone number associations are managed in J1 Web on the Person Information Details page, Contact Info tab and the Desktop (Name Entity window). Recipients must have an active, verified, SMS-capable number in the system to receive text messages.

  • Set up additional user permissions:

    • Verify users who will define text interactions are assigned to the Communication Management Base role and have the interaction permissions enabled. Jenzabar recommends granting these users add, edit, delete, view, and apply interaction permissions. Users that will only be sending/ responding to text messages do not need this level of permissions (System Administration, System Roles or System Users pages).

      See the Manage System Users and Communication Management Roles and Permissions topics for more information.

    • Assign users who will be actively texting constituents to the Communication Management Licensed role so they can access the Interaction Inbox. This step is optional as texts can be viewed and sent from the Interaction Inventory and Communication Feeds, but the Inbox provides a centralized location for working with texts and emails (System Administration, System Roles or System Users pages).

      See the Manage System Users and Communication Management Roles and Permissions topics for more information.

    • Verify users that will be sending/responding to texts are assigned to a role with access to the appropriate interactions enabled (System Administration, Edit Role, Module Access tab).

      See the Module Access Codes topic for more information.

  • Ensure recipients have valid, verified, SMS-capable phone numbers.

    There's no need to evaluate every potential recipient in the system. J1 Web lets you know when a text cannot be sent due to invalid or missing information.

    See the Person Information Details page, Contact Info tab and Name Entity window, Addresses tab topics for more information.

Chatbot Configurations

  • Verify Chatbot has been installed. HOW?

  • Work with your Chatbot Administrator to ensure Chatbot is set up to collect identifying information (individual's name and email address). If information is not collected, the conversation is not imported into J1 Web because it cannot be associated with an individual.

  • Establish a connection to Jenzabar Chatbot using the System Administration, Communications, Chatbot Integration setting. Your Chatbot URL and shared secret key are available in Chatbot on the Communication Integration page.

    See the Communication Management Settings topic for more information.

  • To allow Chatbot to reply to incoming texts:

    • Enable Chatbot using the Manage Chatbot option on the Communication Settings page (Phone Numbers tab, Actions button, Manage Chatbot option). Additional Confidence and Response Attempts options determine when human intervention will be requested.

      See the Communications Management Settings topic for more information.

  • To import Chatbot conversations into J1 Web:

    • Define Chatbot interactions that can be associated with Chatbot categories. Access codes associated with the Chatbot interactions determine who can view the conversation. (Communications Management, Define Interactions or Interactions pages).

      See the Define a Chatbot Interaction topic for more information.

    • Assign the Chatbot categories to the appropriate Chatbot access codes and users (Communication Management, Communications Settings page, Chatbot tab).

      See the Communications Management Settings topic for more information.