Transitioning to J1 Web Advising Roles and Permissions
As your school transitions from Desktop to J1 Web, one of the important administrative tasks is assigning roles and permissions. Roles and permissions are organized differently in J1 Web, and the transition gives you the opportunity to reimagine and improve your permission structures. Desktop permissions aren't transferred to J1 Web, so you'll have a fresh start in J1 Web.
Note
During the transition period, when you're using both Desktop and J1 Web, you'll maintain Desktop permissions in Desktop, and J1 Web permissions in J1 Web.
In J1 Web, you assign users to roles. The roles come with permissions that you can turn on and off. You can copy and customize roles to fine tune permissions.
Important
You could assign some secondary advisors (such as academic program advisors) permission for registration clearance and approval, but not assign that permission to other secondary advisors (such as coaches).
Tip
See the Related Resources below for a link to an overview video on J1 Web roles and permissions.
Advising roles are on the Advising Administration hub under Settings and Roles > Advising Roles. (They're also available on the System Roles page in the User Management hub.)
Users may need to belong to some roles outside of Advising, too. All roles are available on the System Roles page in the User Management hub. Here are roles users might need:
J1 Web User
All J1 Web users need this.
This role can't be edited, copied, or deleted, so you assign users directly to this default role, not to roles made from it.
Gives permission for standard features like a user's home page, calendars, bookmarks, and so on.
Person Management
Managing people (as they exist in the system), holds, attributes, biographical and contact information, and test scores.
Be cautious about giving the "Can view all people" permission. Use it for IT users that need it, but not others.
The Associations tab gives access to particular types of holds, attributes, and additional names (such as legal names).
Organization Management
General and contact information for organizations your school interacts with.
Most often used by finance staff, but may be important for other staff.
Facilities User
Information about the places and spaces on your campuses and their calendars.
Permissions to create and edit meetings in those facilities and to view pending approvals for space reservations.
Communication Management Base
Permissions to view Notepad and Message archives and to work with interactions (templated communications).
Most users don't need this, but at least one advising administrator does.
Review the permissions in Desktop that Advising admins and advisors need.
Familiarize yourself with the available roles and permissions is J1 Web Advising to see which ones provide equivalent access.
Decide which roles to prioritize in your transition.
Copy and customize the J1 Web default roles.
Tip
Leave the default roles as is, with the permissions unchanged and no users assigned. Instead, customize copies as the roles as needed, and assign users to the copies.
Start by assigning only a few users to a role, and test their access. Then add more users.
Yes. As many as needed. And if users need multiple roles, it may be easier to assign users to positions and assign the positions to roles. For details, see the Using Positions to Assign Advising Roles topic.
No. You can assign them as needed as you transition to J1 Web. For example, you could start with the Academic Advising Module manager role so that someone has control over the broadest functions in advising. You could then move to the Primary Advisor roles and then Secondary ADvisor roles.
And it's a good idea to start small with each role; that is, assign a few people to the role to make sure they have the access you want them to have. Then you can add more users to the role.
Use the View Permissions page in the User Management hub to see which roles, permissions, and access each user has.
Yes. Use the Display Data Access page in the User Management hub to maintain data masks. Use the Associations pop-up on the Display Data Access page to assign the mask to various roles.