Jenzabar Campus Portal Features Help Hub

FormFlow General Setup

Note

The following steps may have already been completed during the initial setup of your Campus Portal. However, we recommend verifying that the appropriate steps are completed before using the Forms and Workflow features.

Set Up Campus Portal User Roles in Desktop

Campus Portal user roles control users' access to features and functionality in the Campus Portal based on the permissions associated with their assigned role. The roles set up in Desktop are associated with accompanying roles in Campus Portal that further define how users access features in the Campus Portal. You can add, modify, and remove Campus Portal user roles from the Role Definition window in J1 Desktop.

  1. Open the Role Definition window in J1 Desktop.

  2. Choose Add Row from the right-click or Options menu.

  3. Enter a role code in the Role ID column to identify the role in J1 Desktop (e.g., student, parent, or faculty).

  4. Enter a Description for the Role ID.

  5. Enter a unique 3-character code in the J1 Portal Role ID.

    Note

    This code is used to associate the J1 Desktop Portal Role ID with a role created in Campus Portal.

  6. To associate this Role ID with a pre-defined role in J1 Desktop, select the appropriate J1 Associated Role.

  7. Select the External Authentication check box if you want the data import service (DIS) to check the TW_API_PRS table against the value for the groups that the user belongs to in the TW_GROUP_MEMBERSHIP table and send an update to JICS.

    Tip

    For more information about the DIS, see the Desktop Web Administration Configuration Worksheets.

  8. Save.

Warning

After a new role is created, the Role ID cannot be modified. Although the J1 Portal Role ID can be changed, we recommend that you do not make changes to this field once it is defined. If changes are made, be sure to make the appropriate updates in the Campus Portal so that the roles are associated correctly.

  1. Open the Role Definition window.

  2. Locate the role definition row and edit the appropriate information.

  3. Save.

Caution

Removing a role in Desktop also removes each user that was assigned to that role in Desktop and Campus Portal. Verify that any users in the deleted role have been placed in another role with similar permissions to ensure proper access to Campus Portal.

  1. Open the Role Definition window.

  2. Highlight or select the role you want to delete.

  3. Choose Delete Row from the right-click or Options menu.

  4. Save.

Set Up User Roles in Campus Portal

After you have set up Campus Portal user roles in J1 Desktop, set up user roles in the Campus Portal. Users are added to roles in Desktop from the Role Membership window and can then be added to roles in Campus Portal from the Site Manager.

  1. Log in to Campus Portal as an administrator.

  2. Click the Site Manager link.

  3. Click the Base Roles link in the side menu.

  4. Click the Add New Role link.

  5. Enter the J1 Desktop Role ID in the Role Name field.

  6. Add users individually or based on existing roles.

    1. Add specific users.

      Note

      Only users that have been assigned to an existing Campus Portal role in J1 Desktop are available for selection.

      1. Click the Edit users link.

      2. Search for a specific user by typing their name in the Filter by field or filter users by selecting a specific role from the All roles drop-down.

      3. Click on the names to add them to the Choose people to ADD column; they are added to the role when you save.

      4. Click Save.

    2. Add users by base roles.

      1. Select the appropriate checkboxes under the Base roles section to allow users in existing JICS roles to access the new role's capabilities.

        • All users selects all the roles listed on the page.

        • Include guests grants access to users who don't have an ID number in J1 Desktop.

      2. Click Save. 

Assign Users to Campus Portal User Roles in Desktop

After Campus Portal user roles are created in the J1 Desktop Role Definition window and associated with accompanying roles in the Campus Portal, you can assign users to the appropriate roles in Desktop. Users must have an ID number in Desktop to be assigned to a role.

Tip

To search for an ID number, right-click in the ID # field and select Advanced Search.

  1. Open the Role Membership window in J1 Desktop.

  2. Right-click and select Add Row.

  3. Enter an ID number in the ID # field.

  4. Select the appropriate Role ID from the Role ID drop-down list.

  5. Repeat Steps 2 - 4 for as many users as needed.

  6. Save.

  1. Open the Role Membership window in J1 Desktop.

  2. Locate the user to be removed from the role.

    1. To search by user name:

      1. Enter an ID number in the ID column in the Selection Criteria area.

      2. Select the Campus Portal role from the Role ID drop-down list.

      3. Click the Search button.

    2. To search by Campus Portal role:

      1. Select the Campus Portal role from the Role ID drop-down list.

      2. Click the Search button to see all users associated with that role.

  3. Select the row with the user name and the role from which the user will be removed.

  4. Right-click and select Delete Row.

  5. Save.

  1. Open the Name Entity window in J1 Desktop.

  2. Right-click the ID # field and select Advanced Search to open the Name Search window.

  3. Type the name you're searching for in the Name Search window.

    Tip

    You can type parts of names. Any names that match your search are displayed with their ID numbers.

  4. To add a new name, click Add Name to open the Name Entity window.

  5. Enter the Last, First, and Middle names in the Name Entity window.

  6. Save the new record to generate an ID Number for that name.

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.

You can add, remove, rename, and reorder the Forms and Workflow features on the appropriate Campus Portal pages.

Note

We recommend creating separate feature pages for the Forms and Workflow features.

Note

When you choose to add the Forms feature as its own page, it will appear as a link on the sidebar for the selected tab.

  1. Log in as the Campus Portal administrator.

  2. Select the tab where you want to add the feature.

  3. From the side menu, click Add a Page.

  4. Click General Purpose features to view a list of the general purpose features.

  5. Click FormFlow - Forms to create the Forms page.

  6. Make any additional changes to the page name or layout.

  7. Click the Back to... link to return to the feature page.

  1. Log in to the Campus Portal as an administrator.

  2. From the profile drop-down options, select Site Manager.

  3. From the side menu, click Tabs to see a list of existing tabs.

  4. Click the Edit icon next to the tab name where your page is located.

  5. Under Portlets available to pages in this tab, click the button for FormFlow - Forms to change the option to Yes.

  6. Click Save at the bottom of the page.

  7. Click Exit to portal home.

  1. Log in as the Campus Portal administrator.

  2. Access the page where you want add the FormFlow - Forms feature.

  3. From the Admin Toolbar, click Options.

  4. Click Add a new feature to this page.

  5. Click General Purpose features to view a list of the general purpose features.

  6. Click FormFlow - Forms to open the Options page.

  7. Make any additional changes to the page name, layout or features on the page.

  8. Click the Back to... link to return to the feature page.

Warning

If you delete FormFlow - Forms from a page, you will also delete any forms you created along with the submission data stored in the database for that form. The deletion cannot be undone and the data cannot be recovered. If you need to remove FormFlow - Forms from a page, you can export your forms and import them into another instance of FormFlow - Forms at another time.

  1. Log in as the Campus Portal administrator.

  2. Navigate to the page with FormFlow - Forms.

  3. From the Admin Toolbar, click Options.

  4. Click the link for the feature you want to remove.

  5. Click the Delete... or Stop sharing... button in the confirmation pop-up.

    Tip

    If a second pop-up window appears, click the Delete button.

Note

When you choose to add the Workflow feature as its own page, it will appear as a link on the sidebar for the selected tab.

  1. Log in to the Campus Portal as an administrator.

  2. Select the tab where you want to add the FormFlow - Workflow feature.

  3. From the left-hand side, click Add a Page.

  4. Click General Purpose features to view a list of the general purpose features.

  5. Click FormFlow - Workflow.

  1. Log in to the Campus Portal as an administrator.

  2. Select Site Manager from the profile drop-down options.

  3. Click the Tabs tab.

  4. Click Edit next to the tab name where your page is located.

  5. Under Portlets Available to Pages in this Tab, select the portlets and features that are to be made available for the addition to the page.

  6. Click Save changes.

  7. Click Exit.

  1. Log in to the Campus Portal as an administrator.

  2. Access the page where you want add the FormFlow - Workflow feature.

  3. From the Admin Toolbar, click Options.

  4. Click Add a new feature to this page.

  5. Click General Purpose features to view a list of the general purpose features.

  6. Click FormFlow - Workflow.

  7. Make any additional changes to the page name, layout or features on the page.

  8. Click the Back to... link to return to the feature page.

  1. Log in to the Campus Portal as an administrator.

  2. Navigate to the page with FormFlow - Workflow.

  3. From the Admin Toolbar, click Options.

  4. Click the link for the feature you want to remove.

  5. Click the Delete... or Stop sharing... button on the confirmation pop-up. If a second pop-up window appears, click the Delete button.

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.

Use roles and permissions to limit who can manage and access your forms. If you connect your forms to the Workflow feature, ensure that the appropriate roles have administrative access to that feature, as well.

You can control access to functionality on the Forms feature page with different permissions. Forms has two functional permissions:

  • Can Administer Portlet allows administrative user groups to create and manage forms, set up database configurations, and manage the permissions and options for the FormFlow - Forms feature page

  • Can View Reports allows user groups to view a list of submitted forms, view submitted information, and export form data to Excel

Note

Most Campus Portal users won't need additional permissions on the Forms feature page as long as they belong to a role with permission to view created forms.

  1. Log in to the Campus Portal as an administrator.

  2. From the profile drop-down options, select Site Manager.

  3. From the side menu, click Global Portlet Operations.

  4. Click FormFlow - Forms to open the Global Operations page for FormFlow - Forms.

  5. Select which groups can access FormFlow - Forms by clicking the Allow Access option to Yes (allow access) or No (deny access).

  6. Click Save.

  1. Log in to the Campus Portal as an administrator and navigate to the page with FormFlow - Forms.

  2. From the Admin Toolbar, click Access.

  3. Click on the Campus Portal role you are setting up permissions for. If the role has not already been granted access to the page, click the button to toggle it to Visible.

  4. Select Yes for the additional FormFlow permissions you want to grant access to.

    • Allow this role to manage this page grants management and edit access to the page.

    • Can Administer Portlet grants administrative privileges to a role.

    • Can View Reports permission grants view report privileges.

  1. Log in to the Campus Portal as an administrator.

  2. From the profile drop-down options, select Site Manager.

  3. From the side menu, click Global Portlet Operations.

  4. Click J1 FormFlow - Workflow to open the Global Operations for FormFlow - Workflow.

  5. Select which groups will receive access to FormFlow - Workflow.

    1. To allow access, click the button in the Allow Access column to toggle it to Yes.

    2. To deny access, click the button in the Allow Access column to toggle it to No.

  6. Click Save.

You might want the Admissions Administrators to have administrative access to the FormFlow - Forms page so that they can build, manage, and update online application forms.

View reports lets users review the form submissions that come in, but not manage them or update responses. For example, if your school has a vehicle registration form and the Student Affairs office builds and manages the form, you might want the Security office to have view reports submissions in case they need to search for vehicle registrations.

The ApiRoot configuration in the Campus Portal's ERP Settings establishes a connection between the Campus Portal and J1 Web that allows information to be shared between the systems. It typically only needs to be entered once to work for all web service needs.

Set Up the API Root Configuration
  1. Log into the Campus Portal as an administrator.

  2. Open the Site Manager page.

  3. Click ERP Settings from the sidebar menu. The ERP settings page appears.

  4. Enter the correct web API root in the J1 API Root field.

    Tip

    To get your school's API root, take your school's J1 Web URL and add the following to the end of the URL: /api

    For example, if your school's J1 Web URL is http://AnywhereUniversity.net/J1Web, the API root will be http://AnywhereUniversity.net/J1Web/api

  5. Click Save.