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Data Importing Checklist

  • Learn about data management in J1 Web by watching the videos available in our Learning Center: https://learn.jenzabar.com/learn/courses/760/scheduling-imports-and-auto-processing-in-j1-web.

  • Identify campus team members responsible for importing data, determining where imported data goes in the system, and reviewing data for issues such as duplicate entries.

  • Designate a small segment of staff to test data imports.

  • Add users to the appropriate roles.

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

    • Create your custom Data Management roles and add users to them (Core, System Administration, Manage System Users and/or Manage System Roles).

    • Verify or assign users to the appropriate Common roles. Users need to be in the following Common roles:

      • J1 Web User role, which all J1 Web users are assigned to and grants permissions to standard features like bookmarks, calendar, to do lists, and pins.

      • Person and Organization Management roles in order to review information about people and organizations being imported into the system.

      • External Person and Organization Management roles in order to review information about external people and organizations being imported into the system.

      • Communication Management Base

      • Workflow?

    • Verify or assign users to the appropriate Campus-Wide Definition roles.

    • Grant J1 Web roles permissions to different module access codes (Core, System Administration, Manage System Roles, Edit Role, Module Access tab). See the Module Access Codes topic for more information.

  • If you want to automatically import data into the system:

    • Identify and create a list of files you regularly import

    • Verify or create the schedules you want the system to follow for importing files (Core, Campus-Wide Definitions, Schedules).

  • Verify or create the data mapping templates for the files in order to specify where their data should be stored (Core, Data Management, Data Mapping Template).

    Verify any users that might be responsible for reviewing the import from the import processing queue are in a role with a module access code enabled for the module access code associated with the template.

  • Ensure your J1 Web server has permissions needed to access the location where the file to be imported is stored.

    Note

    This varies according to your system and servers. You may need to share the directory and then configure a virtual directory on the web server pointing to the shared network path, which usually involves specifying the UNC path (Universal Naming Convention) to the shared directory, along with necessary user credentials for access on the remote server. This is usually done through your web server's administrative interface.

  • Grant J1 Web roles permissions to different module access codes (Core, System Administration, Manage System Roles, Edit Role, Module Access tab). See the Module Access Codes topic for more information.

    Module Access Codes control who can work with different data mapping templates 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 data mapping templates associated with the codes accessible to those roles.

  • Verify or create the needed source codes (Core, Campus-Wide Definitions, Source Codes).

    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.

  • 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.

  • Document Storage for file