Jenzabar Campus Portal Features Help Hub

New Account Messaging

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 configure this feature to send J1 Campus Portal login and password information to users in Campus Portal security groups. You can select the security group to receive the notification, create or update the template, and determine if the email notification is sent automatically or manually.

The New Account Messaging feature is used in conjunction with several features throughout J1 Campus Portal. You can develop the notification templates, choose delivery methods, and determine which security groups will receive the notifications.

Note

The Account Notification feature is shared by more than one CRM. All individuals assigned to Campus Portal roles with access to the feature can view the feature and its settings.

Setting Up the New Account Messaging Feature

Make sure each J1 Desktop user who needs to receive email notifications has an email address in the Name Entity window.

  1. Open the Name Entity window.

  2. In the ID # column, enter the ID number for the user whose email address you are verifying.

    Note

    To search for an ID number, choose Advanced Search from the right-click menu options.

  3. Click the Search button. The user is displayed in the bottom panel of the window.

  4. Set the Name Option radio button to Individual and the View radio button to Details.

  5. On the Individual tab, verify or enter the user's email address in the Addresses group box.

  6. If you have made updates, click the Save button.

  1. Log in to the Campus Portal as an administrator and navigate to the appropriate feature page.

  2. From the Admin Toolbar Admin Toolbar Icon, click Access. The Access page appears. Campus Portal roles that have access to that page are indicated by a green visible Visible Icon symbol while roles that do not have access are indicated by the red hidden Hidden Icon symbol.

  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 Visible Toggle Icon.  Additional permissions appear.

  4. To grant administrative privileges to a Campus Portal role, click the button for the Allow this role to manage this page permission to move the toggle to "Yes".  Administrative permissions will allow the users in the role to add or remove features and set page and feature level permissions.

  5. From the in New Account Messaging they can: section, use the Yes/No options to set permissions.

    • To give this user role access to a global operation on the page, click the No option No Toggle Icon next to the global operation. The option changes to Yes to indicate that the role now has that permission.

    • To remove this user role's access to a global operation on the page, click on the button next to the global operation. The button changes to No to indicate that the role no longer has that permission.

    • Repeat for each permission option attached to the role.

Note

Changes are saved automatically.

  1. Log in to the Campus Portal as an administrative user.

  2. From the Portal menu on the left-hand side, click the desired portal.

  3. From the Admin Toolbar menu, select Preferences.

  4. On the Preferences page, select New Account Messaging from the drop-down options.

  5. From the Active Account Sort Order drop-down list, select Last NameFirst Name, or Email to determine how new accounts listed in the portlet will be sorted.

  6. From the Held Account Sort Order drop-down list, select Last NameFirst Name, or Email to determine how held accounts listed in the portlet will be sorted.

  7. Click the Save Changes button. The updates are saved.

  1. Log in to the Campus Portal as an administrative user.

  2. Open the New Account Messaging feature and click Setup or the Setup is required before account notification will function properly link. The Setup page appears.

  3. From the Security Groups to Send Account Notifications to drop-down, select the security group (i.e., the role) to receive the notification.

    Note

    Options in this drop-down are managed on the Site Manager > Global Portlet Operations > Account Notification. Roles with the Can Receive Account Notification option set to Yes appear in the Security Groups to Send Account Notifications to drop-down.

    If the individual you want to receive messages is not in the JICS system as a user, they will not belong to a security group. To allow non-users to receive a notification, set the options for the Everyone role.

  4. From the Default Email Template for Account Notifications drop-down, select an email template or create a new template.

  5. From the Account Notification Delivery Method drop-down:

    • Select Manual Email Notification if you want the account notifications to accumulate so they can be reviewed and sent at a designated time.

    • Select Automatic Email Notification if you want account notification emails to be sent immediately as users are added to a security group.

  6. Click the Save button.

You can also create new or edit existing email templates that will be used by the New Account Messaging feature. These templates should include the Template Name, From email address, Subject, and Body of the email message and can be customized to include the user's name, major, login, and password. The CC and BCC email addresses can be configured if desired.

Note

The options to create or modify email templates are available if Modify Email Template and/or Create Email Template checkboxes were selected as operations for the security group.

  1. From the New Account Messaging feature, click the Add icon. The Email Template page appears.

  2. In the Template Name column, enter a descriptive name.

  3. In the From column, enter the email address of the individual responsible for receiving direct email messages about the email sent.

    Note

    This email address must have the same domain as the SMTP server sending the email. For example, if your SMTP server's domain is university.net, the 'from' address must be name@university.net.

  4. To copy or blind copy additional stakeholders (e.g., the module manager), enter their email addresses in the CC or BCC fields.

  5. In Subject, enter the email subject.

  6. In the Message column, enter the message to be sent with the email. This text is used each time the email is sent. Use one or more of the following text options to include information tailored to each recipient:

    • @@FirstName

    • @@LastName

    • @@MiddleName

    • @@Email

    • @@UserLogin

    • @@ResetLink

    • @@Major

  7. Determine the email format by selecting Text or HTML.

  8. Select a specific Template Role or keep the default selection.

  9. If you want the message to only send to users that have been authenticated via internal authentication, select the Send to Internal Authentication Only checkbox. Leave this checkbox unselected if the email should send to users regardless of the authentication method.

  10. In the Send Test Email To column, enter an email address to which you want to send a test email.

  11. Click the Send button.

  12. Click the Save button. The Setup page reappears.

  1. Click the Edit icon Edit Icon.

  2. Make the appropriate updates.

    1. In Send Test Email To, enter an email address to which you want to send a test email message.

    2. Click the Send button.

  3. Click the Save button. The Setup page reappears.