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<big><b>TracCloud Single Sign-on Configuration</b></big><br>
<div style='text-align: center;'>
<big><b>
==SurveyTrac==
</big></b></div><br>


TracCloud supports SAML, CAS, and LDAP for user authentication. Information on each of these options is available below.
The SurveyTrac module allows you to send surveys to students and staff, to collect information about their visits, appointments, or otherwise. These surveys can contain an unlimited number of questions, be initiated by over a dozen different scenarios, and be reported on after the fact or be set to immediately email the results of each response to a specified address. There are practically endless combinations of survey types and questions available to create.<br>


We can be reached at [mailto:helpdesk@go-redrock.com helpdesk@go-redrock.com]
[[File:9429636.png|850px]]<br><br>
<hr>
 
'''With Redrock Software's Assistance'''
<b><big>Creating a new Survey</big></b><br>
<hr>
 
==SAML==
To create a new survey, head over to your SurveyTrac menu (within the “Other” menu in your Navigation Bar), click the hamburger icon, then select “New Survey.” This will bring you to a survey entry form where you can start configuring basic options relating to your survey. Additional options will become available after saving.
To setup SAML authentication, the following steps will need to be completed. <span style="color:red">At least one of the attributes being sent must match the contents of the username field in your Trac System, typically the first part of the email address. We can also use ID number, full email address, or other unique identifiers, but handle/username is preferred.</span>
 
[[File:5047740.png|600px]]<br><br><hr>
 
<div style='text-align: center;'><big>General</big></div>
 
[[File:9779618.png|900px]]<br><br>
 
* <b>Created By</b>
::The staff member who created this survey.<br>
 
* <b>Profile</b>
::The profile that this survey is assigned to.<br>
 
* <b>Active</b>
::Enables or disables this survey.<br>
 
* <b>Survey Name</b>
::The name of the survey. This will also appear within emails sent to students and staff.<br>


<big>1. Install our Metadata</big>
* <b>Survey Period From</b> & <b>To</b><br>
::The active period of the survey. Used for “Initiated Via” options that specify "during survey period," such as “Email after 1st visit during survey period.”<br>


:Available here: https://sso.trac.cloud/simplesaml/module.php/saml/sp/metadata.php/trac5-saml
* <b>Initiated Via</b><br>
::This setting determines the send criteria for this survey, see table below.
{| class="wikitable"
|-
! Initiated Via !! Description
|-
| Display during visit entry || displays within the “Surveys” tab of a visit record, allowing you to fill out and submit the survey from the visit record itself
|-
| Email after visit || will be sent to the student/staff after a visit takes place (immediately after the student is logged out)
|-
| Email after 1st visit during survey period || will be sent to the student/staff after a visit takes place, but only after the student’s first visit during the survey period specified
|-
| Email after new student record || is emailed to the student immediately after their account is created
|-
| Show at entry || displays during the login process.
|-
| Show at entry before 1st visit during survey period || displays during the login process, but only after the student’s first visit during the survey period specified
|-
| Show at exit || displays during the logout process
|-
| Show at exit after 1st visit during survey period || displays during the logout process, but only after the student’s first visit during the survey period specified
|-
| Display as link on Main Menu || displays on student dashboards
|-
| Do not auto send ||  This survey can be manually sent on the Student Listing, from Student Profiles, Batch Visits, or Group Rosters.
|-
| Link on edit student || Appears as an option within each student’s profile. This allows you to manually send a survey to a student when needed.
|-
| Link on edit visit || displays within the “Surveys” tab of a visit record, allowing you to manually email out a survey relating to a specific visit
|-
| Display on document posting || is manually sent to the student from their profile via the Actions > “Survey Document…” prompt
|-
| Display as Student Entry Form || is manually sent to the student from their profile via the Actions > “Complete form…” prompt
|}
<br>


<big>2. Send us your Metadata</big>
* <b>In-Person / Online</b>
::Allows you to optionally only send this survey for In-Person or Online appointments/visits.<br>


:Either a URL or an XML file.
* <b>Recipient Email Settings</b> (emailed surveys only)
::Options relating to the emailed survey formatting. From email address and contact name, the subject line, and the body itself. The twig tags <nowiki>{{Survey.Link}}</nowiki> and <nowiki>{{Survey.Name}}</nowiki> can be used to display a link to the survey and the survey name field respectively.<br>


<big>3. Send us a test account</big>
* <b>Link to Centers</b>
::Determines which centers this survey is assigned to.<br>


:This makes implementing SAML on your system significantly faster, but isn't required.
* <b>Instructions and Survey Head Text</b>
::These messages will appear at the very top of the survey entry window. Head Text appears in bold at the top, typically a title for the survey. Instructions appears smaller just beneath Head Text, typically a description for the survey or basic instructions.<br>
* <b>Confirmation Message</b>
::The confirmation message will display at the bottom of the survey after submitting responses.<br>


<hr>
<hr>
==CAS==
To setup CAS authentication:


<big>1. Add Redrock as an authorized service</big>
<div style='text-align: center;'><big>Options</big></div>
:Here is our URL: https://sso.trac.cloud/cas_return.php
[[File:6758807.png|900px]]<br><br>
 
* <b>Allow modification</b>
::This setting allows students/staff to re-open and edit their responses after the initial submission.<br>
 
* <b>Anonymous Survey</b>
::Will not display student names in responses. Once an Anonymous Survey has responses, it is permanently anonymous.<br>
 
* <b>Questions directed to…</b>
::These settings determine who this survey will be sent to. For example, if this is an “Email after visit” survey, you can control if the survey gets sent to the Student, the Consultant, the Faculty member, or even all three.<br>


<big>2. Send us your CAS settings</big>
* <b>Make this survey a quiz</b>
<b>
::See <b>[[TracCloudGuideGlobalGradesAssign#5._SurveyTrac_Quizzes|Grade Groups and Assignments]]</b> for more information.<br>
:*CAS Login URL
:*CAS Validate URL
:*CAS Logout URL
</b>
<hr>
==LDAP==
To setup LDAP authentication:


<big>1. Send us your LDAP settings</big>
* <b>Send Rate</b>
<b>
::Allows you to define a percentage chance of a survey being sent to a student. 100% will always send the survey when the 'Initiated Via' criteria is met.
:*Server Address
:*Port Number
:*Service account name </b>(if applicable)<b>
:*Service account password </b>(if applicable)<b>
:*Base DN
</b>


Multiple base DN searches can be performed if needed.
* <b>Notify results to emails</b>
<hr>
::Email addresses entered here will be notified when a survey has been completed. These emails will contain the questions and answers provided by the student/staff.<br>
'''Without Redrock Software's Assistance'''


If you're comfortable applying changes here and already have the information above, you can put these settings in place with any SysAdmin account. If you're having any trouble with these settings, feel free to reach out to us at [mailto:helpdesk@go-redrock.com helpdesk@go-redrock.com] or  by [https://go-redrock.kayako.com submitting a helpdesk ticket]. LDAP currently requires additional configuration not available to non-Redrock accounts, reach out to us directly if you plan on using LDAP.
* <b>Notify email subject</b>
<HR>
::The subject line of the notify email above.<br>
<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big>SAML Configuration</big></div><div class="mw-collapsible mw-collapsed"><br><br>
<i>Other > Other Options > Preferences > Login & Security Settings > SAML</i>
[[File:5868886.png|800px]]<br><br>


<big>1. Install our Metadata</big>
* <b>Notify from email</b>
::Redrock Metadata: https://sso.trac.cloud/simplesaml/module.php/saml/sp/metadata.php/trac5-saml
::Which email address is this response notification sent from?<br>


* <b>Link Survey to Reasons/Subjects</b>
::If you only want this survey to be sent out for visits/appointments of a specific reason or subject, you can list out the entries here. For example, “General Help,Exam Prep”<br>


<big>2. Fill out SAML settings</big>
* <b>Answers Position</b>
::Position of answer fields, either below or to the right of the question, as seen below.
::[[File:5340868.png|600px]]<br>


:* <b>Trac Return URL</b>
* <b>Radio Button Style</b> & <b>Multi Checkbox Style</b>
:::"<span style="color:red"><nowiki>https://traccloud.go-redrock.com/campuscode/trac/ajax.php?proc=sso_validate</nowiki></span>"
::Determines how Radio and Multi-Checkbox Choice style questions display. Tall vs Wide, as seen below.
:::Replace 'campus code' with your campus code, as seen in your URL. Otherwise static. Must be lowercase.
::[[File:42784.png|400px]]<br>
::If using a custom URL, use that in place of traccloud.go-redrock.com/campuscode


:* <b>SAML Relay URL</b>
<hr><div style='text-align: center;'><big>Questions and Preview</big></div>
:::"<span style="color:red"><nowiki>https://saml2.go-redrock.com/relay.php</nowiki></span>"
:::This is static and never changes.


:* <b>Authentication Order</b>
The Questions tab is where we can configure the questions we’re asking within this survey. The Preview tab allows us to immediately take a look at our survey formatting to make sure everything is appearing as intended.
:::Your staff may have more than one account type in the Trac System. You can use the "Authentication Order" preference to determine which account type authenticates first.


:* <b>Install your Metadata</b>
[[File:4210337.png|900px]]<br><br>
:::[[File:6tuk56hyttkl68.png|500px]]
:::After submitting, your Entity ID field will be populated automatically.


To begin creating a new question, go to <i>hamburger icon > New Question</i>, or click the <b>+</b> icon on the right-hand side.


<big>3. Retrieve your attributes</big>
[[File:5517490.png|800px]]<br><br>
:[[File:6556j67k657kuy.png|500px]]
:Navigate to the provided URL in a Private/Incognito browser and login, you will be provided with a list of attributes and their value for the account that you used. Find the attribute that works for your system (e.g., first part of email address) and copy the name of that attribute into the "Attribute containing unique ID" field in TracCloud. This will need to correspond to the Username fields of accounts in the system.


* <b>Question #</b>
::This determines the order that questions will appear in. 0/Blank will hide the question.


<big>4. Enable SAML</big>
* <b>Question Type</b>
:Enable the toggle option in the top-right corner of your SAML window to enable SAML authentication for future logins.
::There are various Question Types available for use, depending on the format of your question. Each of the available options can be seen in the screenshot below.
:[[File:75kj5yh56j56kj5ryh.png|800px]]
::[[File:8503894.png|700px]]
* <b>Required</b>
::Determines whether or not the question requires an answer before being submitted.


* <b>Question</b>
::Write out your question here. There are also some optional text formatting tools available if you’d like to display the question in a specific way, including the ability to use standard HTML by selecting <i>Tools > Source Code</i>.


<big>(Optional) 5. Custom Logout URL</big>
* <b>Choices</b>
:Directly below your SSO options, you will find a field to input a custom logout URL. This is the URL that users will be taken to when exiting the Trac System, typically used to also end their SSO session.
::Depending on the Question Type chosen, you may need to list out the available answers. If this box is available, include your answer choices on unique lines, as seen in the screenshot earlier in this article.
:[[File:4h546ik5rh56k5j5.png|800px]]
</div>
<HR>
<div style="float: left; margin-top: 0em; margin-bottom: 1em"><big>CAS Configuration</big></div><div class="mw-collapsible mw-collapsed"><br><br>


<i>Other > Other Options > Preferences > Login & Security Settings > CAS</i>
<hr><div style='text-align: center;'><big>Responses</big></div>
[[File:53754iu576h4j343.png|800px]]
<br><br>
<big>1. Add Redrock as an authorized service</big>
:Here is our URL: https://sso.trac.cloud/cas_return.php


<big>2. Fill out CAS settings</big>
Here you can find a list of surveys sent, whether or not a response has been recorded, and you even the ability to resend surveys that have not yet had a response back. All of these entries can be opened to view the responses from that student or staff member.
:* <b>CAS Relay URL</b>
:::"<span style="color:red"><nowiki>https://sso.trac.cloud/relay.php</nowiki></span>"
:::This value is static and should not be changed.


:* <b>Ticket URL</b>
[[File:2919276.png|900px]]<br><br>
:::Place your CAS Login URL here.


:* <b>Ticket Param</b>
<hr><div style='text-align: center;'><big>Survey Snapshot Report</big></div>
:::Typically "<span style="color:red">ticket</span>"


:*<b>Validate URL</b>
A Survey Snapshot report can be found in your Management Reports category. {{:TracCloudReportsSurvey01}}<br><br>
:::Place your CAS Validate URL here.


:*<b>CAS Version</b>
For information on purchasing the SurveyTrac Module, reach out to [mailto:sales@go-redrock.com sales@go-redrock.com]<br>
:::Typically "<span style="color:red">2.0</span>"
For SurveyTrac functionality questions, reach out to [mailto:helpdesk@go-redrock.com helpdesk@go-redrock.com]


:*<b>User Name Attribute</b>
:::Typically "<span style="color:red">cas:user</span>"


:*<b>Trac Return URL</b>
:::Place your CAS Logout URL here.


<big>3. Enable CAS</big>
:Enable the toggle option in the top-right corner of your CAS window to enable CAS authentication for future logins.
:[[File:J54yh545m56j5j.png|800px]]
</div>
<HR>
|}
|}

Revision as of 11:10, 16 August 2022

TracCloud Modules

• SAGE

• SurveyTrac

• Success Plans

• Whiteboard

• Q2 Tables

• TextAlerts


SurveyTrac


The SurveyTrac module allows you to send surveys to students and staff, to collect information about their visits, appointments, or otherwise. These surveys can contain an unlimited number of questions, be initiated by over a dozen different scenarios, and be reported on after the fact or be set to immediately email the results of each response to a specified address. There are practically endless combinations of survey types and questions available to create.

9429636.png

Creating a new Survey

To create a new survey, head over to your SurveyTrac menu (within the “Other” menu in your Navigation Bar), click the hamburger icon, then select “New Survey.” This will bring you to a survey entry form where you can start configuring basic options relating to your survey. Additional options will become available after saving.

5047740.png

General

File:9779618.png

  • Created By
The staff member who created this survey.
  • Profile
The profile that this survey is assigned to.
  • Active
Enables or disables this survey.
  • Survey Name
The name of the survey. This will also appear within emails sent to students and staff.
  • Survey Period From & To
The active period of the survey. Used for “Initiated Via” options that specify "during survey period," such as “Email after 1st visit during survey period.”
  • Initiated Via
This setting determines the send criteria for this survey, see table below.
Initiated Via Description
Display during visit entry displays within the “Surveys” tab of a visit record, allowing you to fill out and submit the survey from the visit record itself
Email after visit will be sent to the student/staff after a visit takes place (immediately after the student is logged out)
Email after 1st visit during survey period will be sent to the student/staff after a visit takes place, but only after the student’s first visit during the survey period specified
Email after new student record is emailed to the student immediately after their account is created
Show at entry displays during the login process.
Show at entry before 1st visit during survey period displays during the login process, but only after the student’s first visit during the survey period specified
Show at exit displays during the logout process
Show at exit after 1st visit during survey period displays during the logout process, but only after the student’s first visit during the survey period specified
Display as link on Main Menu displays on student dashboards
Do not auto send This survey can be manually sent on the Student Listing, from Student Profiles, Batch Visits, or Group Rosters.
Link on edit student Appears as an option within each student’s profile. This allows you to manually send a survey to a student when needed.
Link on edit visit displays within the “Surveys” tab of a visit record, allowing you to manually email out a survey relating to a specific visit
Display on document posting is manually sent to the student from their profile via the Actions > “Survey Document…” prompt
Display as Student Entry Form is manually sent to the student from their profile via the Actions > “Complete form…” prompt


  • In-Person / Online
Allows you to optionally only send this survey for In-Person or Online appointments/visits.
  • Recipient Email Settings (emailed surveys only)
Options relating to the emailed survey formatting. From email address and contact name, the subject line, and the body itself. The twig tags {{Survey.Link}} and {{Survey.Name}} can be used to display a link to the survey and the survey name field respectively.
  • Link to Centers
Determines which centers this survey is assigned to.
  • Instructions and Survey Head Text
These messages will appear at the very top of the survey entry window. Head Text appears in bold at the top, typically a title for the survey. Instructions appears smaller just beneath Head Text, typically a description for the survey or basic instructions.
  • Confirmation Message
The confirmation message will display at the bottom of the survey after submitting responses.
Options

File:6758807.png

  • Allow modification
This setting allows students/staff to re-open and edit their responses after the initial submission.
  • Anonymous Survey
Will not display student names in responses. Once an Anonymous Survey has responses, it is permanently anonymous.
  • Questions directed to…
These settings determine who this survey will be sent to. For example, if this is an “Email after visit” survey, you can control if the survey gets sent to the Student, the Consultant, the Faculty member, or even all three.
  • Make this survey a quiz
See Grade Groups and Assignments for more information.
  • Send Rate
Allows you to define a percentage chance of a survey being sent to a student. 100% will always send the survey when the 'Initiated Via' criteria is met.
  • Notify results to emails
Email addresses entered here will be notified when a survey has been completed. These emails will contain the questions and answers provided by the student/staff.
  • Notify email subject
The subject line of the notify email above.
  • Notify from email
Which email address is this response notification sent from?
  • Link Survey to Reasons/Subjects
If you only want this survey to be sent out for visits/appointments of a specific reason or subject, you can list out the entries here. For example, “General Help,Exam Prep”
  • Answers Position
Position of answer fields, either below or to the right of the question, as seen below.
5340868.png
  • Radio Button Style & Multi Checkbox Style
Determines how Radio and Multi-Checkbox Choice style questions display. Tall vs Wide, as seen below.
42784.png
Questions and Preview

The Questions tab is where we can configure the questions we’re asking within this survey. The Preview tab allows us to immediately take a look at our survey formatting to make sure everything is appearing as intended.

File:4210337.png

To begin creating a new question, go to hamburger icon > New Question, or click the + icon on the right-hand side.

5517490.png

  • Question #
This determines the order that questions will appear in. 0/Blank will hide the question.
  • Question Type
There are various Question Types available for use, depending on the format of your question. Each of the available options can be seen in the screenshot below.
File:8503894.png
  • Required
Determines whether or not the question requires an answer before being submitted.
  • Question
Write out your question here. There are also some optional text formatting tools available if you’d like to display the question in a specific way, including the ability to use standard HTML by selecting Tools > Source Code.
  • Choices
Depending on the Question Type chosen, you may need to list out the available answers. If this box is available, include your answer choices on unique lines, as seen in the screenshot earlier in this article.
Responses

Here you can find a list of surveys sent, whether or not a response has been recorded, and you even the ability to resend surveys that have not yet had a response back. All of these entries can be opened to view the responses from that student or staff member.

File:2919276.png

Survey Snapshot Report

A Survey Snapshot report can be found in your Management Reports category. This report allows you to export the response data for any of your SurveyTrac surveys in a Snapshot format, providing the total number of answers for each question.

3053086.png


  • Time Frame
The date range for the data in this report. Beyond entering a date range manually, you can also choose a preset date range (Today, This Month, This Semester, etc) from the dropdown list above.


  • Survey
Export responses from this selected survey.


  • Show Charts
This field allows you to add charts to the report results. Pie, bar, or line.


  • Include Fill-in & Essay Answers
These options will include the answers that were written manually during the response process (as opposed to checkbox/multiple-choice answers).


  • Additional Search
Filter your results by a selected field.
Use * as a wildcard (Subject: MAT*)
| as "or" (Major: Mathematics|Biology)
# as "Not" (Status: #Inactive)
&& as "And" (Major: #Mathematics&&#Biology)
blankornull as a keyword to find records where the field is blank (Reason: blankornull)
Multiple fields can be added to further narrow down your results.


  • Additional fields to show
This can be used to add additional data fields to the report results. For example, you could use this to add a student's email address in a visit report.


  • Output format
Use HTML to view report data in your browser, or export this report to a CSV file (available for most reports). Some reports offer additional CSV options depending on if you want to include totals and/or data grouping in your export.


  • Deliver to
Display this report immediately in your browser ("Screen"), or send the report to a specified email address ("Email"). Multiple email addresses can be specified, use ; to separate them (example@example.edu;sample@example.edu).


HTML
6472269.png

CSV
1363212.png

For information on purchasing the SurveyTrac Module, reach out to sales@go-redrock.com
For SurveyTrac functionality questions, reach out to helpdesk@go-redrock.com


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