Jenzabar Campus Portal Features Help Hub

System Administration

Enhancements
New Gender and Identity Options

New options in J1 Web and Desktop let you define and track gender identity and pronoun information. Sex at Birth, Gender Identity, Legal Sex, and Pronoun information can now be associated with individuals on the Desktop, Name Entity window, Biograph tab and on the J1 Web, Person Information Details page, Biograph tab.

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Gender and identity updates on the Biograph tabs of the Desktop's Name Entity window and J1 Web's Person Information Details page:

  • Gender field is now identified as 'Sex at Birth.'

    Jenzabar provides default options, but you can your own by right-clicking and selecting Maintenance Screen.

  • New Gender Identity and Legal Sex fields let you associate the individual's preferred identity and legal sex. These options are controlled by the new Gender Definition window.

  • New Pronouns field lets you associate the individual's preferred personal pronouns. These options are controlled by the new Pronoun Definition window.

Note

Gender and identity updates made in J1 Web are reflected in J1 Desktop and conversely J1 Desktop updates are reflected in J1 Web.

Jenzabar provides several default gender and pronoun definitions, but you can create your own using the new Desktop Gender and Pronoun definition windows in the Desktop.

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These definitions are not only available as options in the system, but are also used with the new FormFlow Student Identity Update form. This new form collects the sex at birth, legal sex, gender identity, and preferred personal pronoun gender information using your campus portal and updates the system. Information is immediately saved to J1 Desktop and Web without requiring the internet submission process and approval, which can be a quick and easy way to update gender and identity information for many of the individuals at your school. See the Set Up the Student Identity Update Form help topic for more information.

Note

Users that need to view or work with biograph information in Desktop must belong to a Desktop user group with permission to the tab and appropriate functions. Users that need to view or work with biograph information in J1 Web must belong a default Person Management role with the appropriate person information permissions enabled.

Position Onboarding

J1 Web system roles can now be associated with your school's job positions. When employees are assigned to their position, they are added to the roles associated with the position and can access the enabled features. This saves your school from having to log in to J1 Web and assign them to the appropriate J1 Web roles. To be associated with the roles, employees must be Jenzabar One users.

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  • 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

To access this page and features, users must belong to a System Administration role with the Positions permissions enabled. Schools using J1 HR do not need permission to create, update, and delete positions because positions are managed in the Desktop and appear on this page.

New Definition and Configuration Options Available

New options for managing Desktop, Common module definitions and configuration are available in J1 Web, Core. The following lists the new pages and links to their help topic (some topics may still be under construction, but check back soon as content will be updated throughout the summer).

New and Reorganized Menu Options

The Core menu provides new and reorganized menu options.

  • New Campus-wide Definitions, Documents and Attachments, and Processes menu options access multiple new definition and configuration pages listed in the "New Definition and Configurations Options Available" section.

  • The User Management options:

    • Access the new Assign Positions and Data Display Access pages.

    • Access the Manage System Roles and Manage System Users pages previously available from the System Administration menu. Features on these pages have not changed.

      Warning

      The All Module Roles and System Users permissions that grant access to the Manage System Roles and Manage System Users pages are now controlled with the new User Management role. Users in a default System Administration Manager role with the All Module Roles/Systems Users Permissions enabled will lose access to these pages and features until they are assigned to the new default User Management role with the permissions enabled.

  • The Configure Data Definitions option has been renamed "Contact Definitions" and is now accessed from the new Campus-wide Definitions menu (previously accessed from the System Administration menu).

    Warning

    The Configuration Data permission that granted access to the Configure Data Definition page and features is now controlled with the new "Can manage contact definitions" permission available with the Campus-wide Definitions role. Users in a default System Administration Manager role with the "Can configure data definitions" permission enabled will lose access to that page and features until they are assigned to the new default Campus-wide Definitions role with the updated "Can manage contact definitions" permissions enabled.

  • The System Administration options have been reorganized into new options.

    • Access scheduled jobs information from the new Scheduled Jobs menu option (previously available from the main System Administration option)

    • New System Settings option:

      • Access the Calendar, Communications, and Product Installs and Sign In previously available from the main System Administration option.

      • Access the new Archive Configuration and General Configurations options.

    • Access the new Review Application Logs page from the new System Logs menu option.

New Roles & Permissions

Many Desktop definition and configuration options for the Student and Common modules are now available in J1 Web. To grant access to these new definition options, the following new roles are available:

  • Campus-wide Definitions role controls access to definitions for information that can be associated with individuals in the system (e.g., additional name types, tribal affiliations, military service, ethnicity/race, etc.).

  • External Organization Management role controls who can view and manage information for external organizations.

  • External Person Management role controls who can view and manage information for external contacts as well as convert them to internal individuals.

  • Organization Management role controls who can view and manage name, alternate identifier, address, phone number, and alternate contact information related to organizations.

    Note

    Educational organizations are the only organizations available with J1 Version 2022,1. Additional organizations will be available in a future release.

  • Person Management role controls who can view and manage educational organizations, emergency contacts, and information related to individuals such as their contact details, tribal affiliations, military service, and ethnicity/race.

  • Processes role controls access to data privacy, holds, and test scores definitions.

  • Registration Process Manager role controls who can run academic standing, class rank, and classification update processes as well as the academic term conversion process.

  • Registration Reporting Module Manager role controls access to options for generating registration reports and managing IPEDS settings.

  • Student Activities Administrator role controls access to activity club and participation definitions.

  • Student Conduct Administrator role controls access to definitions for incident and section statuses, sanction and sanction statuses, violation categories and types, and involvement types.

  • Texas State Reporting Administrator role controls access to Texas undergraduate funding limit definitions.

  • User Management role controls access to system user and role pages and features as well as data display definitions.

    Warning

    The All Module Roles and System Users permissions that grant access to the Manage System Roles and Manage System Users pages and features are now controlled with the new User Management role. Users in a default System Administration Manager role with the All Module Roles/Systems Users Permissions enabled will lose access to these pages and features until they are assigned to the new default User Management role with the permissions enabled.

  • Vehicle Administrator role controls access to vehicle involvement and violation type definitions.

New Definition and Configuration FAQ

Are Desktop permissions to the definition and configuration features honored in J1 Web?

No. Roles and permissions in the Desktop and J1 Web are independent of one another. To grant access to the definitions and configurations in J1 Web, you must assign the users who manage them to the new roles that control access to them.

If a user updates definitions or configurations in J1 Web, are the changes available in the Desktop?

Yes. J1 Web and Desktop use the same database. Any changes applied in J1 Web are applied to the Desktop. This also means that changes made in the Desktop are reflected in J1 Web.

What does the "can manage" permission available with many of the new definition roles mean?

There may be slight feature variations between definition pages, but generally it means a user in a new definition-related role with the "can manage" permission enabled can access the related definition page, and create, update, and delete those definitions. Each new definition page has a related permission associated with one of the roles listed above.

Updated Roles and Permissions

The following lists roles with new/changed permissions:

  • Communication Management Base role:

    • Includes the new "Can validate contact information" permission.

    • "Can configure data definitions" permission is now "Can manage contacts" and available from the the Campus-wide Definitions role.

  • Employee Administrator role includes the new payroll "Can manage leave requests" permission.

  • Facilities Manager role includes new permissions for viewing spaces as well as managing resource types, key status definitions, and campus locations.

  • Registration Module Manager and Registrars roles:

    • 75 new permissions for managing registration definitions including those for CBE, IPEDS, NSC, and PESC.

    • 13 new permissions for generating registration reports.

    • Student Management includes new "Can manage individual transcript notes" permission.

  • Student Life Module Manager role includes new permissions for managing student life definitions (e.g., activity clubs, violation categories, sanction statuses, etc.).

  • System Administration Manager role:

    • New permissions for working with positions, viewing scheduled jobs, and managing process machine, general, and archive definitions available.

    • Role is now labeled "System Administration."

    • Permissions to the Manage System Roles and Manage System Users pages and features moved to the new User Management role.

Application Logs

Application Log File information can now be view on the new J1 Web Review Application Logs page. View when processes were run, if they failed or succeed, and success, who ran the process, and more detailed information.

Manage Data Display Access

System Users Updates

The Manage System Users page now displays J1 Web Users and Available for J1 Web tabs.

Updated Look and New Tab

The Manage System Users page now displays J1 Web Users and Available for J1 Web tabs.

  • The J1 Web Users tab offers all the same features as the Manage System Users page. You can view user information, manage the roles associated with a user, copy roles and permissions from one user to other users, and activate/deactivate users. The new Assign position is also available.

  • The Available for J1 Web tab shows individuals in the J1 database that have not yet been added to J1 Web. You can make them an authenticated J1 Web user. They must already have a SQL Server database user created whose name that can be entered as their J1 Web User ID. If they'll also need access to the Desktop, you must select the Active Login checkbox on the Desktop, Users window and assign them to the appropriate groups on the Group Definition window.

Create J1 Web Users

New Options for Individual Users
  • View detailed technical database information about them such as their authentication type and conflict, SQL server information, Person and Party Role AppIDs, and authentication information that can be helpful when troubleshooting data and login issues.

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  • View detailed user information such as when they were added to the system or any updates were made, their directory and exchange service identifier information, position titles, if they are a campus portal user, and their last log ins to J1 Web/Campus Portal.

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  • New System Roles column includes a Manage system roles option you can click to view the roles they are assigned to and add/remove roles.

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New J1 Web Permissions Reports

New J1 Web Permissions reports are available from J1 Desktop, Additional Reports.

  • J1 Web Permissions by User ID report provides a comprehensive list of all the J1 Web roles and permissions associated with every user in J1 Web. You can also see their additional J1 Desktop permission settings managed in J1 Web and the interaction access codes enabled for the roles to which they belong.

  • J1 Web Permissions by J1 Web Role report shows every role in the system and lists all the users assigned to each. You can also see if the users assigned to the role are active/inactive, the interaction access codes and permissions enabled for each role, and any module associations.

Resolved Issues

Issue

Description

RN18821

When there were selections on multiple pages, certain actions in the Options drop-down were applied only to the selections on the current page (Manage System Users page).

RN27510

The Users tab didn't update correctly after clicking Show all to view more users (Manage System Roles page).

RN27511

When the back button was clicked after applying a filter to the Manage Employees page, some of the filter options disappeared and the list was incorrectly labeled as Manage People (Manage System Users page).

RN27512

For multi-page selections, the Options > Assign action only assigned systems roles to the first page of selected users (Manage System Users page).