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! <h2 id="um-toc-hdr" style="margin:3px; font-size:120%; text-align:left; color:#000000; ">Group Contents</h2>
 
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| | [[TracCloudGuideProfileGroups#Center Access|Center Access]]
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| | [[TracCloudGuideProfileGroups#User List|User List]]
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| | [[TracCloudGuideProfileGroups#Scheduling|Scheduling]]
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| | [[TracCloudGuideProfileGroups#Student / Visit Entry|Student / Visit Entry]]
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| | [[TracCloudGuideProfileGroups#Log In/Out|Log In/Out]]
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| | [[TracCloudGuideProfileGroups#Admin / Modules|Admin / Modules]]
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| | [[TracCloudGuideBasicsPayroll#Restrictions|Restrictions]]
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| | [[TracCloudGuideBasicsPayroll#Add existing group|Add existing group]]
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==Preparing for a New Semester==


|-
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We are excited for the new academic year and want to help you prepare your Trac application for the new semester, with this week's Newsletter.<br>


<big><b>Groups</b></big><br>
You’ll find that it is filled with new information, helpful hints and tips, and even some new feature that you can explore. We want this newsletter to be valuable for you so please, share your feedback and as always please let us know if you have any questions.
Permission groups determine what kind of access your staff have to various elements of TracCloud. Each group represents a set of permissions. Do you want this group to access the [[TracCloudGuideBasicsSchedule|schedule]]? Which [[TracCloudGuideProfileCenters|centers]]? Can they create students? Can they manage [[TracCloudGuideBasicsResources|resources]]? These options and many more are available to modify in your permission groups.<br><br>


From a profile perspective, this tab displays the groups assigned to the profile, allowing you to manage your staff permissions to ensure they only have the information they need, and nothing more. Groups can also be managed from their own dedicated list by going to <i>Other > Other Options > Groups</i>.
<font color="red">An important note: Your imports contain student registrations specific to a term, the timing between changing your Term Code and importing your registrations is important.</font>
<br>
[[File:Oinwouig3ng2482y5.png|800px]]
<br><br>
'''Step 1. Have your IT upload the new Student and Course Files to your server, or the SFTP site if hosted'''
We can create a new, or add an existing permission group to the profile by clicking the hamburger icon. New group will prompt us to choose a name and which profile it’s assigned to. After saving, you will be brought to the settings menu where we can configure the permissions of this group.
*If the format (column layout, delimiter, etc) of the file has changed since the last import, your IT will need to send Redrock a sample file to create or update your import script.
<br>
[[File:3t2yu3546j4j634.png|300px]]
<hr>
<hr>
==Center Access==
[[File:4777554.png|800px]]
<br><br>
* <b>Color/Icon Code</b>
::Some of these options have multiple permissions based on the icon selected for each field. Simply click on the icon to cycle through the available options. The key for what each icon represents is within the preference name. For example, “Scheduling: View Sched and Edit All or View Sched…” in the screenshot below.
::[[File:6766l3875lk57.png|300px]]<br><br>


* <b>Scheduling</b>
'''Step 2. Change the Term Number'''
::These are the center schedules that staff assigned to this group can view/manage.
*As a SysAdmin, update your Term Number in your System Preferences. The term number is always a numeric value (e.g., 201910, 1910).<br><br>
<i>Trac Navigation > Trac-man > Utilities and Prefs -> System Prefs > CurrentTerm > Change to the new term number.</i>
[[File:Semester1.png|border|750px]] 
<hr>


* <b>Only access own schedule</b>
'''Step 3. Change Semester Dates'''
::Restrict users in this group to only being able to access their personal calendar (for the centers they’re assigned to).
*As a SysAdmin, update your Semester Start and End dates in your System Preferences. The correct date format is MM/DD/YYYY.<br><br>
<i>Trac Navigation > Trac-man > Utilities and Prefs > System Prefs > SemesterStart/SemesterEnd</i>
[[File:Semester2.png|border|750px]] 
<hr>


* <b>Prevent create new appointments</b>
'''Step 4. Run the import'''
::Prevents users in this group from creating new appointments, independent of center view/edit status.
*As a SysAdmin, run the import utility manually. To view the status of your import, click on View Import Status > Execute. This will also tell you if the import has completed.<br><br>


* <b>Viewing, Logging, Reporting Visits</b>
<i>Trac Navigation -> Trac-man > Utilities and Prefs > Custom Utility > Standard > Import Student Data > Execute.</i>
::This determines which centers staff in this group can view/record visits in.
[[File:Semester3.png|border|750px]]
 
* <b>Show the Center Status Tab on Main Menu</b>
::The Center Status tab appears on the staff main menu and provides a quick look at visit/appointment summaries as well as how many students are waiting in each of your Centers. This option in Center Access enables or disables this feature for Staff in this group.
::[[File:G423h35j34j553.png|300px]]
 
* <b>Allow user to access reports</b>
::Staff members can be able or unable to run reports.
 
* <b>Allow user to access payroll reports</b>
::This enables or disables access to payroll reports.
 
* <b>Lists</b>
::You can choose which student lists this user group can view/edit. Just as with the center options, we can change the color of the squares to determine their level of access to each list (just search or search and edit).
 
* <b>Task Types</b>
::Which task types can this staff member view?
 
* <b>Notification Types</b>
::Which notification types can this staff member view?
 
* <b>Document Types</b>
::Which document types can this staff member view/edit?
<hr>
<hr>
==User List==
[[File:Hj46j4j4464634hg3.png|800px]]
<br><br>
The User List contains all staff accounts that have been assigned to this profile. At a glance, we can see their name, email, and phone, but we can also click the entry to start editing their staff profile. We’ll go into more detail on this process in another article.
* <b>Move Selected Users to...</b>
::Allows you to easily select and move staff members to another permission group.


* <b>Delete Selected User(s)</b>
'''Step 5. Globally Activate Sections'''
::Allows you to quickly select and delete staff members.
*As a Center Profile Admin- Go to <i>Trac Navigation > Search Glass > Center Profile > click on your Profile > Sections Tab > List Options > Activate These…</i> That will check the box to the left of the Section Term ID.
<hr>
<hr>
==Scheduling==
[[File:H4j3643k46k46k54k4.png|800px]]
<br><br>


* <b>Show Consultant Location on Day Schedule</b>
'''Step 6. Activate Sections per Subcenter'''<br>
::Displays the consultant’s location beneath their name on the day schedule view.
You have two options to add the sections to your subcenter.
::[[File:4u365j46k4jh4gf334.png|400px]]
*First Option is to add ALL the sections to ALL Subcenters. From the Profile Sections tab, click on List Options > Subcenter Activation > Choose 'activate' or 'deactivate' and select the centers for which you would like add the all the sections to > Continue.
*Second Option is to add designated sections to a specific Subcenter. From the Profile Sections tab, select Subcenter Options > Click on the subcenter name > Check box in the middle box to activate the sections one by one.<br>


* <b>Allow User to View Student Phone on Schedule</b>
Following either option will check the box to the right of the Section Term ID.<br>
::Displays the student’s phone number in the top-left corner of appointments.
::[[File:35j46k4j6h54h433.png|400px]]


* <b>Show which student contact field on Schedule:</b>
<i>Trac Navigation > Search Glass > Center Profile > click on your Profile > Sections Tab</i>
::Determines which phone number is displayed for the above preference. Cell, Home, Work, or the student’s preferred number (as defined in their profile). You can also choose “Email” so the student’s email address is displayed instead of their phone number.
[[File:Semester4.png|border|750px]]
 
* <b>Allow user to override any scheduling rules</b>
::If this is checked, staff in this group will be able to ignore scheduling restrictions to book appointments for students regardless of the scheduling rules in place.
<hr>
<hr>
==Student / Visit Entry==
[[File:2473007.png|800px]]
<br><br>
''Student Access Preferences''
* <b>View/Edit Student using form [Standard/Brief]</b>
::This option changes the view of student profiles. Standard lets this staff member view student profiles as usual, with access to every field. While “Brief” limits access to only a few fields, as seen in the comparison below.
::[[File:43j46k578l667.png|600px]]


* <b>Allow user to delete student records [Standard Only]</b>
<big>'''The next steps are optional since your center may or may not utilize these preferences'''</big>
::This determines if staff members in this group can delete student profiles.


* <b>Hide Other ID of student</b>
* <b>Hide Campus Tab of Student</b>
* <b>Hide Other Info Tab of Student</b>
* <b>Hide email address of student [Brief only]</b>
* <b>Hide ID of student [Brief only]</b>
::These options allow you to hide various pieces of information from student profiles. Some of these are only available if their “View/Edit Student using form” is set to “Brief.”


* <b>Limit Student listings to the chosen list</b>
'''Step 7. Consultant Specialties [Optional]'''
::This allows you to restrict the students viewable by staff in this group to only students on a specific list.
*As a Center Profile Admin to add new sections or manually to your consultants- Go to the Trac Navigation -> Search Glass -> Center Profile -> Click on your Profile -> Consultants Tab -> Select consultants name-> Section Specialties Tab -> Search for the sections the consultant can meet with a student -> Check box to activate the sections -> Save.


''Visit Access Preferences''
[[File:Semester5.png|border|750px]]<br><br>
* <b>Allow user to send notes to coach/advisor</b>
::Provides these staff members the ability to send the Visit Notes email.


* <b>Allow user to save changes to visit records (and which visits)</b>
*As a SysAdmin to copy the consultant specialties from previous term to the new term- Go to the Trac Navigation -> Tracman Icon -> Utilities and Prefs -> Custom Utility -> Standard -> Copy Specialties -> Add the previous Term and the current term -> Execute.
::This controls whether or not these staff members can save changes to visit records. If enabled, you can specify if they can save changes to their own visits or all visits.


* <b>Allow user to delete visit records (and which visits)</b>
[[File:Semester6.png|border|750px]] 
::This determines if staff members in this group can delete visit records. If enabled, you can specify if they can delete their own visits or all visits.
* <b>User may view which visits</b>
::This determines if these staff members can view all visits, only their own, or none.


* <b>Show the Utilization Tab on Main Menu</b>
* <b>Show the Status Charts on Main Menu</b>
* <b>Show the Watch Lists on Main Menu</b>
* <b>Show the Tasks & Create Task on Main Menu</b>
::These are additional widgets that can be displayed on staff dashboards for quick data access. These options enable or disable these features.
<hr>
<hr>
==Log In/Out==
'''Step 8. Reset Center Status [Optional]'''
[[File:5847820.png|800px]]
*First Step as a SysAdmin - Go to Trac Navigation > Trac-man > Utilities and Prefs > Custom Utility > Standard > Reset Center Status/Missed > Check the boxes “Reset Total Missed Count” and “Set Center Status to (leave blank)” > Execute.  
<br><br>
* <b>Allow user to create student when not found in Log in Lookup</b>
::If a student record isn’t found based on the ID entered on the Log Listing, staff members can be given the ability to immediately create a new account for the student they’re logging in.
::[[File:46k5756k67k6j.png|500px]]
 
 
* <b>Show KIOSK for Generic All Profiles option</b>
::This adds an additional Kiosk option for this user allowing students to login to any Profile's center from the same Kiosk.
 


* <b>Allow user to log resources in and out</b>
[[File:Semester7.png|border|750px]]<br><br>
::This allows these staff members to log resources in/out via a “Log Resource” button within the “Other” tab in the navigation bar.


*Second Step as a Center Profile Admin - Go to Trac Navigation > Search Glass > Center Profile  > Click on your Profile > Prefs Tab > Scheduling Tab > change the date in “Student max missed:” > Save.


* <b>Allow user to view what resource the student has logged out</b>
[[File:Semester8.png|border|750px]]<br><br>
::This allows staff members in this profile view resources that students have logged out.


*Third Step as a SysAdmin - Go to Trac Navigation > Search Glass > Students > Search for “Inactive” Students > Trac Navigation > Trac-man > Utilities and Prefs > Change Value > Field: “Special Status” > Value: (Blank) or Active > Execute.


* <b>Allow consultant to login for work at their main menu</b>
[[File:Semester9.png|border|750px]]<br><br>
::Provides consultant accounts the ability to login for work visits.


Other Settings  - Max Appointment Rule
*As a Center Profile Admin - Go to the Trac Navigation -> Search Glass -> Center Profile  -> Click on your Profile -> Prefs Tab -> Scheduling Tab -> Max Appointment Rules -> Update any date that is using the preference -> Save.


* <b>Allow consultant to login for work on KIOSK where the user logged in is themself</b>
[[File:Semester10.png|border|750px]]<br><br>  
::Prevents consultants in this group from logging themselves in for work visits on kiosks.
Other Settings  - Other Scheduling Block
*As a Center Profile Admin - Go to Trac Navigation > Search Glass > Center Profile  > Click on your Profile > Prefs Tab > Scheduling Tab > Other Scheduling Block > Update any date that is using the preference > Save.


 
[[File:Semester11.png|border|750px]]
* <b>Allow staff to view work visits on schedule</b>
 
::If enabled, users in this group can view work time on the staff schedule, visualized as a red line overlaying availabilities. This can be restricted to only their own work visits, or all.
<hr>
<hr>
==Admin / Modules==
'''Step 9. Deactivate Prior Semester Sections [Optional]'''
[[File:2105468.png|800px]]
<br><br>
* <b>Allow user to manage resources</b>
::Staff members can be granted permission to modify resources here.
 
 
* <b>Table Access</b>
::This determines which Listings these staff members can access. This allows you to entirely prevent a user from accessing the student listing, course listing, etc. Each table can be set to a different access level:
::<span style="color:green">View Listing and Edit</span> provides full access to this listing, along with editing permissions.
::<span style="color:darkblue">View Listing (No Edit)</span> means that these staff can view the Listing page and the records within it, but can't save any changes.
::<span style="color:goldenrod">Edit (No Listing)</span> allows staff to edit records, but not browse the Listing page. A common example here would be Course Lists, where Consultants may be able to edit their own Course List, but you don't want them browsing to or editing others.
::<span style="color:Red">View Entry (No Listing)</span> will prevent users from accessing the Listing or applying changes to individual records, but they are allowed to view individual records if provided a link.
::[[File:G4557k57k5j4h54g.png|450px]]
 
 
* <b>Custom Views</b>
::Custom Student Listing views can be assigned to groups, allowing staff in this groups to select these alternate views when needed.
 
 
* <b>Custom Searches</b>
::Custom Searches can be saved and assigned to groups.
<br>
[[File:9765y57k567l5.png|800px]]
<br><br>


* <b>[SurveyTrac] SurveyTrac Access</b>
As an admin, go to Trac Navigation > Search Glass > Center Profiles > [Your Profile] > Sections > Search for your prior term number > List Options > Deactivate These.
::Controls which surveys these accounts have access to.


[[File:67598569856.png|border|750px]] 


* <b>[SAGE] Allow user to view referrals on Dashboard</b>
::Adds a Referral tab on the Dashboard providing quick access to referrals assigned to themselves, including information such as the Type, Date created, Date Followed-up, and Date Processed.
* <b>[SAGE] User may view which referrals</b>
::This option allows you to choose whether staff members can view all referrals or exclusively referrals they personally created.
* <b>[SAGE] Referral Type Access</b>
::This determines which referrals these staff members can access, including editing permission. More information on SAGE will be covered in a later article.
* <b>[Q2] Q2 Module Group Access</b>
::This determines which Q2 Configs these staff members can access. More information on Q2 will be covered in later article.
* <b>[Text Alerts] Allow user to view and edit the student field ‘Receive Text Alerts’</b>
::This option gives staff in this group the ability to enable or disable text alerts for students from the student’s profile.
* <b>[Text Alerts] Allow user to send SMS messages to students</b>
::This option provides staff the ability to send students messages directly, either from the Log Listing or the Student’s Profile under the “Actions” tab.
* <b>[Text Alerts] Allow user to send SMS messages to staff</b>
::Just like students, staff can also be sent SMS messages from their profile via the “Actions” tab. This option determines whether or not this option is available for staff in this group.
<hr>
<hr>
==Restrictions==
[[File:9640748.png|800px]]
{{NewsletterContactInfo}}
<br><br>
* <b>Prevent User from Creating Staff Records</b>
::If checked, these staff members will not be able to create additional staff accounts.
<hr>
==Add existing group==
As an alternative to creating a new Group, we can add existing groups from other Profiles. This allows us to provide staff members assigned to this group the ability to schedule and manage visits in centers outside of their own profile.
<br><br>
To do this, we simply click the hamburger icon again, and choose “Add Existing Group.” We select the group we want to add, and that adds them to our list of groups. When clicking on this group (that still primarily exists in another profile), we’re given a restricted set of options, as it’s only displaying options relevant to this second profile.
<br>
[[File:4i57h4g56uj5.png|500px]]
<br>
[[File:4356i786juyhtg.png|700px]]
<br>
* <b>Group Name</b>
::Changing the name here will also change its name in the primary profile.


<BR /><BR  />


* <b>Profile</b>
|-
::This shows the primary profile this group is assigned.
| style="width:100%;" |
 
 
* <b>Scheduling and Visits access</b>
::This is exactly the same as assigning center permissions in standard groups. This controls which centers staff members can view/edit visits and schedules in.
 
|}
|}
[[Category:Trac 4]]

Revision as of 10:06, 21 April 2023

Preparing for a New Semester

We are excited for the new academic year and want to help you prepare your Trac application for the new semester, with this week's Newsletter.

You’ll find that it is filled with new information, helpful hints and tips, and even some new feature that you can explore. We want this newsletter to be valuable for you so please, share your feedback and as always please let us know if you have any questions.

An important note: Your imports contain student registrations specific to a term, the timing between changing your Term Code and importing your registrations is important.


Step 1. Have your IT upload the new Student and Course Files to your server, or the SFTP site if hosted

  • If the format (column layout, delimiter, etc) of the file has changed since the last import, your IT will need to send Redrock a sample file to create or update your import script.

Step 2. Change the Term Number

  • As a SysAdmin, update your Term Number in your System Preferences. The term number is always a numeric value (e.g., 201910, 1910).

Trac Navigation > Trac-man > Utilities and Prefs -> System Prefs > CurrentTerm > Change to the new term number. Semester1.png


Step 3. Change Semester Dates

  • As a SysAdmin, update your Semester Start and End dates in your System Preferences. The correct date format is MM/DD/YYYY.

Trac Navigation > Trac-man > Utilities and Prefs > System Prefs > SemesterStart/SemesterEnd Semester2.png


Step 4. Run the import

  • As a SysAdmin, run the import utility manually. To view the status of your import, click on View Import Status > Execute. This will also tell you if the import has completed.

Trac Navigation -> Trac-man > Utilities and Prefs > Custom Utility > Standard > Import Student Data > Execute. Semester3.png


Step 5. Globally Activate Sections

  • As a Center Profile Admin- Go to Trac Navigation > Search Glass > Center Profile > click on your Profile > Sections Tab > List Options > Activate These… That will check the box to the left of the Section Term ID.

Step 6. Activate Sections per Subcenter
You have two options to add the sections to your subcenter.

  • First Option is to add ALL the sections to ALL Subcenters. From the Profile Sections tab, click on List Options > Subcenter Activation > Choose 'activate' or 'deactivate' and select the centers for which you would like add the all the sections to > Continue.
  • Second Option is to add designated sections to a specific Subcenter. From the Profile Sections tab, select Subcenter Options > Click on the subcenter name > Check box in the middle box to activate the sections one by one.

Following either option will check the box to the right of the Section Term ID.

Trac Navigation > Search Glass > Center Profile > click on your Profile > Sections Tab Semester4.png


The next steps are optional since your center may or may not utilize these preferences


Step 7. Consultant Specialties [Optional]

  • As a Center Profile Admin to add new sections or manually to your consultants- Go to the Trac Navigation -> Search Glass -> Center Profile -> Click on your Profile -> Consultants Tab -> Select consultants name-> Section Specialties Tab -> Search for the sections the consultant can meet with a student -> Check box to activate the sections -> Save.

Semester5.png

  • As a SysAdmin to copy the consultant specialties from previous term to the new term- Go to the Trac Navigation -> Tracman Icon -> Utilities and Prefs -> Custom Utility -> Standard -> Copy Specialties -> Add the previous Term and the current term -> Execute.

Semester6.png


Step 8. Reset Center Status [Optional]

  • First Step as a SysAdmin - Go to Trac Navigation > Trac-man > Utilities and Prefs > Custom Utility > Standard > Reset Center Status/Missed > Check the boxes “Reset Total Missed Count” and “Set Center Status to (leave blank)” > Execute.

Semester7.png

  • Second Step as a Center Profile Admin - Go to Trac Navigation > Search Glass > Center Profile > Click on your Profile > Prefs Tab > Scheduling Tab > change the date in “Student max missed:” > Save.

Semester8.png

  • Third Step as a SysAdmin - Go to Trac Navigation > Search Glass > Students > Search for “Inactive” Students > Trac Navigation > Trac-man > Utilities and Prefs > Change Value > Field: “Special Status” > Value: (Blank) or Active > Execute.

Semester9.png


Other Settings - Max Appointment Rule

  • As a Center Profile Admin - Go to the Trac Navigation -> Search Glass -> Center Profile -> Click on your Profile -> Prefs Tab -> Scheduling Tab -> Max Appointment Rules -> Update any date that is using the preference -> Save.

Semester10.png

Other Settings - Other Scheduling Block

  • As a Center Profile Admin - Go to Trac Navigation > Search Glass > Center Profile > Click on your Profile > Prefs Tab > Scheduling Tab > Other Scheduling Block > Update any date that is using the preference > Save.

Semester11.png


Step 9. Deactivate Prior Semester Sections [Optional]

As an admin, go to Trac Navigation > Search Glass > Center Profiles > [Your Profile] > Sections > Search for your prior term number > List Options > Deactivate These.

67598569856.png


More Questions?
We hope that you found this article helpful, and as always if you have any questions about this or any other features, please feel free to let us know by emailing Helpdesk@go-redrock.com or by submitting a ticket.
Thank you for your continued support!