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About dashboards
Dashboards allow quick access to high-level data and common screens based on functional roletasks.For a user to see or change among dashboards, he or she must belong to
Prerequisites
Person who needs to see dashboard has a permission group
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with a default dashboard
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specified.
Person serving as an admissions
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Associate Admissions Counselor with User
To associate an admissions counselor with a specific user, follow the below directions.
Navigate to Admin > STParm
Locate the parameter code SBCLOR. Any previously defined counselors will show in the list. To edit one, click the pencil. Otherwise, enter SBCLOR in the Parameter Code box and a numerical value (e.g. 01) in the Parameter Value Box and click Add.
In the Description box enter the counselor’s name
In the Common App Code box enter the Campus Café ID number of the counselor
In the Long Description box enter the counselor’s name
Click Save
Set Default Dashboard
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counselor
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Workflow categories set using STPARM AFREAD. This correspond to tiles shown on dashboards.
Required permissions
In each module, remove the N/A to show the dashboard as an option.
Dashboard | Permission Module | Permission |
|---|---|---|
Admissions | Admissions | 1224 |
Alumni | Alumni/Development | 1226 |
Faculty (Rosters) | Faculty | 1227 |
Financial Aid | Student Financials | 1225 |
Placement | Placement | 1229 |
Student Financials | Student Financials | 1230 |
Student Services | Registration | 1231, 1234 |
If no default dashboard is set for a permission group, the Entry Page text set in Web Adjustable Text is used.
Default dashboard
This is the dashboard someone sees upon entering Campus Cafe. A default dashboard is required for the permission group to view any dashboard. For students, we recommend no default dashboard be chosen so the Entry Page text set in Web Adjustable Text is used.
Navigate Go to Admin > PermissionsClick .
In the left-hand column, click the permission group to update.
Click Edit Group.
In the Default Dashboard drop down, select the dashboard.
Click SaveRefresh the server cache by running the Refresh Data Cache by navigating .
Go to Admin > Refresh Data Cache
Control Access to Dashboards
Access to dashboards is governed by permissions.
In each module, remove the N/A to show the dashboard as an option.
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Dashboard
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Permission Module
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Permission
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Admissions
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Admissions
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1224
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Alumni/Development
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Alumni/Development
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1226
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Faculty (Rosters)
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Faculty
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1227
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Student Services
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Registration
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1231, 1234
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Student Financials
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Student Financials
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1230
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Financial Aid
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Student Financials
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1225
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Placement
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Placement
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1229
If no default dashboard is set for a permission group, the Entry Page text set in Web Adjustable Text is used.
Configure Dashboard Design and Behavior
Tiles Shown
The tiles shown on dashboards are adjusted in Custom Control Maintenance (Admin > Custom Control) using ProgramId Dashboard, Sequence 1, Parameters 2, 3, 4, 6 and 7. Each dashboard is represented by a different parameter (see below).
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Dashboard
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Dashboard design and behavior
Tiles
Show based on workflow categories
Some dashboards contain tiles, individual squares that dynamically show how many of certain tasks are assigned to you. Administrators can adjust the tiles shown to align with your institution’s business practices based on workflow category.
A workflow’s category is found on the workflow definition.
Go to Admin > Workflow Definitions.
Next to the workflow click the pencil.
Review the Category.
For example, you may want to show admissions counselors the emails they’re expected to send (category E), but hide missing applicant documents (category M) because your counselors aren’t responsible for following up about missing application materials.
To control the categories shown on the dashboard:
Go to Admin > Custom Control.
In Search enter Dashboard.
Next to Dashboard, Seq 1, Parm 1, click the pencil.
Locate the parameter value associated with the dashboard.
Dashboard | Parameter Value |
|---|---|
Admissions | 2 |
Student Services | 3 |
Alumni | 4 |
Student Financials | 5 |
Financial Aid | 6 |
Placement | 7 |
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In parameter value, list, separated by commas, the workflow activity categories associated with the tiles you wish to display. A maximum of five categories may be entered.
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As delivered, Campus Cafe includes the following workflow categories;
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you may adjust these or add new ones to suit your business needs.
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Value | Workflow Activity Category Description |
|---|---|
A | Activities |
D | Documents |
E | Emails |
L | Labels/miscellaneous |
M | Missing Documents |
S | Sources |
T | Transcripts |
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Click Save.
Go to Admin > Refresh Data Cache.
Limit tasks based on workflow type
In addition to a category, workflows have a type. You can further refine which tasks show within a tile by limiting them to those with certain workflow types. The workflow type appears on the workflow definition. Go to Admin > Workflow Definitions and next to the workflow click the pencil and review Type.
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Go to Admin > Custom Control.
In Search enter Dashboard.
Next to Dashboard, Seq 3, Parm 1, click the pencil.
Locate the parameter value associated with the dashboard.
In parameter value, list, separated by commas, the workflow types you wish the tiles to include.
Click Save.
Go to Admin > Refresh Data Cache
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Activities shown on a tile
Each tile shows the number of activities within the tile. Assigning an activity itself to the logged in user does not make the activity appear on a dashboard tile; the applicant or student must be mapped to the logged in user as an admissions counselor or advisor or you must have permission to view activities assigned to admissions other counselors.
Tiles By default, tiles on the admissions and financial aid dashboards show activities where the completed date is blank. If activities should be removed upon Submission Date enter a workflow category into custom control APPSTATCAT, Sequence 1, Parameter 2.
Entering a workflow category in Parameter Value 2 will mean activities associated with that category will not appear on a tile if the submitted date on the activity is filled in.
Otherwise, the tile will look at the activity's completed date and show only activities where the completed date is blank.
Changes take affect the next time the server’s cache is refreshed. Cache is refreshed nightly or run the Refresh Data Cache by navigating to Admin > Refresh Data Cache
Applicants shown
Based on Progress Code
The prospects (inquires and applicants) shown on the admission dashboard are adjusted in Custom Control Maintenance using ProgramId ADMDASHPRG, Sequence 1, Parameter 1. In this control, set the applicant progress codes to exclude from the dashboard. Most institutions choose to exclude the progress codes To hide activities once they are submitted by the applicant or student:
Go to Admin > Custom Control.
In Search enter APPSTATCAT.
Click the pencil.
In Parameter Value 2 enter the workflow category values separated by commas that won’t appear once submitted. See above chart of delivered categories.
Go to Admin > Refresh Data Cache
Which dashboard shows your students
Which dashboard shows your students depends on your advisor type. Campus Cafe supports four advisor types. A student’s advisor is mapped to them by going to the student > Person Selected > Student Codes. Your institution may label each advisor type but you’ll always see the student’s advisors listed in order.
Advisor 1 advisees appear on the Student Services Dashboard
Advisor 2 advisees appear on the Financial Aid Dashboard
Advisor 3 advisees appear on the Student Finances Dashboard
Advisor 4 advisees appear on the Placement Dashboard
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Which applicants shown
Based on admissions progress code
You may want to show on the admissions dashboard only those individuals who have reached a certain stage in the admissions process based on admissions progress code. For example, you may wish to hide on the dashboard those applicants who have withdrawn or been rejected.
Choose which progress codes to hide.
Go to Admin > Custom Control.
In Search enter ADMDASHPRG.
Click the pencil.
In Parameter Value 1 enter, separated by commas, admissions progress codes to hide. Activities associated with individuals with these codes won’t appear on the dashboard. For example entering AW,CW,IW,LW,PW,YR,YW
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will hide inquiries and applicants who have withdrawn or been rejected.
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Based on Timeframe
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Admissions Progress Code | Description |
|---|---|
A | Accepted |
AW | Withdrawn, Accepted |
C | Conditional Accept |
CW | Withdrawn, Conditional Accept |
D | Deferred |
I | Inquiry |
IW | Withdrawn, Inquired |
L | Lead |
LW | Withdrawn, Lead |
P | Deposited |
PW | Withdrawn, Deposited |
W | Waitlisted |
Y | Applied |
YR | Applied, Rejected |
YW | Withdrawn, Applied |
Z | Non-admissions |
Go to Admin > Refresh Data Cache.
Based on timeframe
You may wish to limit activities on the dashboard to only those individuals who inquired, applied, were accepted or deposited within a certain number of previous days.
Go to Admin > Custom Control.
In Search enter Dashboard.
Next to Dashboard, Seq 1, Parm 1, click the pencil.
Locate the Parameter Value 1 enter a number of days. Individuals who inquired, applied, were accepted or deposited
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Based on Entering Semester
The Admissions Control screen provides the ability to set a semester. Inquiries and applicants with an expected entering semester equal to or greater than the one selected here will be shown on the admissions dashboard. These inquiries and applicants will appear even if their inquired date is older than the number of days specified in custom control Dashboard, Sequence 1, Parameter 1. Inquiries and applicants with an admissions progress code set in custom control ADMDASHPRG, Sequence 1, Parameter 1 will not appear on the dashboard. Set semester to 999999 for the semester forward feature not to apply.
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more than this many days ago won’t show.
Click Save.
Go to Admin > Refresh Data Cache.
Based on entering semester
In addition to or instead of limiting the applicants shown by when they initiated their interest in your institution, you may wish to limit the dashboards to showing only individuals interested in certain semesters. For example, you may only want to show individuals interested in future semesters.
Go to Admissions > Control.
In Entering Semester select a semester. Inquiries and applicants with this semester or after will show on the admissions dashboard. To have this control not apply, select semester 999999.
Click Save.
Which students/advisees shown
For students/advisees to be shown show on a dashboard, the logged in user must be mapped as the student's advisor. In addition, the user logged in must belong to a permission group where permission #1234 is explicitly set to NA.
By default, students/advisees shown on non-admissions dashboards represent individuals whose degree status is blank, enrolled (E), active-not enrolled (A) or leave of absence (L). You can add or remove additional statuses in Custom Control Maintenance using ProgramId DASHDEGSTA, Sequence 1, Parameter Value 1.
Choose which degree statuses to show:
Go to Admin > Custom Control.
In Search enter DASHDEGSTA.
Click the pencil.
In Parameter Value 1 enter, separated by commas, degree progress codes to show.
Degree Progress Code | Short Description | Long Description |
|---|---|---|
| Blank | The degree row has been auto created from admissions and the student has not been enrolled in any classes yet. |
A | Active-Not Enrolled | The student is active but not currently enrolled in a class. An active student represents one whose academic degree remains open. The student is not enrolled and has not been explicitly withdrawn from the degree or graduated. |
C | Completed | The student has completed the program, but has not yet officially graduated (been conferred). |
E | Enrolled | The student is enrolled in at least one class without a final grade. |
I | Inactive | The student changes academic programs within the same degree level. The former row is marked inactive rather than withdrawn because the student did not technically withdraw from the institution. |
L | Leave of Absence | The student is on an approved leave of absence. |
N | No Start | The individual never began the degree, but a record is desired to be kept. |
W | Withdrawn | The student has withdrawn from the degree and the institution. |
Y | Degree Conferred | The student has officially graduated and been conferred the degree. |
Tracking Members (Folders) shown on Dashboard
Tracking Activity Members (folders) to be shown on a particular dashboard can be set using Custom Control DASHBOARD, sequence 2, Parameter value 2 through 7. If left blank, then all tracking activity members will be shown in the tiles. To constrain the members, edit and input the members you wish to be shown as a comma separated list. (Example to show admissions, registration, and student services would look like: A,REGISTRAR,STUSERV)
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Tracking Workflow Type shown on Dashboard
Tracking Workflow Type can be used to determine what type of workflow activity needs to be shown on a particular dashboard using Custom Control DASHBOARD, sequence 3, Parameter value 2 through 7. To constrain the work flow types, edit and input the members you wish to be shown as a comma separated list. (Example to show Admission Rep Action Needed, Email, and Phone Calls would look like: ADM REP,EMAIL,PHONE)
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Click Save.
Go to Admin > Refresh Data Cache.
Placement dashboard students shown
For the Placement/Gainful Employment Dashboard two controls are available to customize what students are shown.
Choose which degree statuses to show:
Go to Admin > Custom Control.
In Search enter DASHPLACEM.
Click the pencil.
In Parameter Value 1 enter, separated by commas, degree progress codes to show. See above chart for codes.
Click Save.
Go to Admin > Refresh Data Cache.
Choose which students to show by program end date:
You may want to limit this dashboard to students with only program end dates from a certain date and forward. For example, setting the date far enough in the future would prevent freshmen from appearing on the dashboard.
Go to Admin > Custom Control.
In Search enter DASHPLACEM.
Click the pencil.
In Parameter Value 2 a date as YYYYMMDD. For example, 20241231 would show everyone expected to graduate December 31, 2024 and after. Leaving this value blank will show all students with a program end date six months prior to today and after.
Click Save.
Go to Admin > Refresh Data Cache.
Default semester
The default semester is controlled by the permission group to which the user belongs.
On the permission maintenance screen (Go to Admin > Permissions) .
In the left-hand column, click the permission group.
Click Edit Group.
In the Default Dashboard drop down choose Default Semester, select the semester
Placement Dashboard Specific Custom Controls
For the Placement/Gainful Employment Dashboard two controls are available to customize what students are shown.
DASHPLACEM-1-1 : Use a Comma separated list of Valid degree statuses to show on dashboard. When set only people with these statuses on their Degree record will be shown.
DASHPLACEM-1-2 : Set minimum program end date in the format of YYYYMMDD. This control will show all persons with this program end date and going forward into the future. Leaving this control as Blank will show 6 months prior and everyone going forward on the dashboard.
Student Dashboard For Advisor type
Advisors may be any of the 4 advisor types. By default, the hard-coded location for an advisee’s dashboard filtered data is as follows:
Advisor 1: Student Services Dashboard
Advisor 2: Financial Aid Dashboard
Advisor 3: Student Finances Dashboard
Advisor 4: Placement Dashboard
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Click Save.
Go to Admin > Refresh Data Cache.