Using Roles to Control Access to Communication Management Features
Roles determine what users can and cannot do in J1 Web. Each role has specific privileges to different features and information available to those users assigned to it. Jenzabar provides standardized 'role templates' for each module. These templates can be copied and tailored to create new roles with varying permissions to control different levels of access. For example, you can set roles up according to your school's organizational or departmental hierarchy. Roles can have multiple users assigned to them and a user can belong to multiple roles.
Standard roles are provided by Jenzabar and control access to common and module-specific features.
Communication Management Base determines which users can access and work with different types of interactions, data sets, automation plans, schedules, and Notepad and Message archives.
Communication Management Licensed is available with the licensed version of Communication Management and grants access to the Interaction Inbox.
Along with the specific roles for Communication Management, many users also need to be assigned to the following common roles:
Campus-wide Definitions role:
Access Codes permissions let Module Managers manage the access codes that control access to various interaction types.
Contact Definitions let Module Managers manage the address codes, alternate contact types, as well as phone carriers, masks, and types associated with contact information for individuals and organizations in J1 Web and Desktop
Data Sets permissions let Module Managers manage the data sets (called queries in the Desktop) used to determine recipients and drive content in interactions.
Schedule permissions let Module Managers manage schedules used to determine when interaction plans go out.
User-Defined permissions let Module Managers view and configure user-defined fields that might be used by your organization in your communications.
Additional Permissions for managing blocks let Module Managers manage custom blocks on the Communication Management Summary page.
Documents and Attachments role lets the Module Manager manage attachment/file types and the file extensions that are allowed in the system.
External Person Management and External Organization Management roles are similar to person and organization management only these individuals and organizations haven't been assigned an ID number in the system. Access to this information is important for users who are communicating with candidates and vendors.
Facilities User role lets users view places and spaces, and also use the J1 calendar's meeting functionality.
J1 Web Privacy role lets you limit users who should not be able to search for or access certain people's information (e.g., high level donors or board members). For additional information, see J1 Web Privacy Permissions.
J1 Web User role that all users belong to in order to access basic Web features like the calendar, to do lists, bookmarks, and pins.
Person Management and Organization Management roles let users work with person and organization information including contact information such as email addresses and phone numbers.
System Administration role with System Settings permissions lets the Module Manager configure the system to use Communications. (View & edit communications settings - view & edit product installs and sign in settings) .
Jenzabar recommends copying Communication Management default roles and tailoring them to your needs. Recommended roles:
Communications Administrator
Enable access to all features including managing settings in Communications.
Communications Schedulers
Enable add, delete, edit, and view schedules permissions
Jenzabar recommends limiting the number of users with permission to manage schedules. This helps ensure communications don’t overlap and overwhelm recipients with multiple communications at the same time.
Communications Data Set Administrators
Enable add, delete, edit, and view data sets permissions
Jenzabar recommends limiting permission to data sets to users with SQL knowledge. Queries must be optimized to minimize impacts to performance and ensure expected data is returned.
Communications Interaction Administrators
Enable add, delete, edit, and view interactions and automation set permissions
Communications Users
Enable view communications in the Interaction Inventory
Anyone who will be reviewing communications associated with an individual or organization from the Interaction Inventory.
Anyone responsible for creating interaction templates.
Anyone responsible for building communication workflows with automation plans.
Anyone responsible for creating and managing schedules.
Anyone responsible for managing SQL and PBL generated data sets. Data sets are used throughout J1 Web and are not limited to Communications.
Anyone working with email and text exchanges from the Interaction Inbox. Users in this role are also able to access the communication feed from an individual or organization's page.
No, J1 Web users do not need to be in a Communication Management role to send emails and text messages, add notes, and assign To Dos. Users only need to be in a role with Interaction Access permissions enabled. Features throughout the system that include create communication options are automatically available.
No, you can create as many roles as your school needs. You may want to create several variations of the same role to control access to information.
No, these roles cannot be deleted. If you don't want to use Jenzabar-provided roles, you can create your own roles and not assign users to the Jenzabar-provided ones.
No, customizations to Jenzabar-provided standard roles are not lost when a product update is installed.