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About permissions
Permission groups control what information (screens and data fields) and functions a user may access. Users may only be assigned to one permission group. Institutions may create as many permission groups to fit their needs though the more permission groups the more labor-intensive upkeep required. Campus Café delivers a set of permission groups based on functional role, such as admissions and registrar. These groups are model examples and will likely need to be adjusted based on the institution’s specific business processes. Campus Café recommends copying these groups to preserve the delivered groups as examples.
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The WEBDEFAULT group is automatically assigned to applicants when they become students. Unless the system is otherwise configured, this group will control what students may access.
When new features in Campus Café are launchedWhen Campus Cafe launches new features, new permissions are often added. However, these are typically not turned on in permission roles by default to allow institutions to evaluate whether they wish to implement the feature and provide any necessary training.
Permission to activities can be controlled by setting permission group access to activity tracking templates.
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Video overview of how permissions work in Campus Cafe
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Prerequisites
If your institution uses single sign on, users created in that platform.
User accounts (usernames) exist in Campus Cafe for people who need access to the platform.
Required permissions
Module | Number | Description |
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System Admin | 127 | Create |
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or modify permission groups |
Create permission group
Permission groups control what screens and data a user can see and what functions they can perform. Campus Cafe delivers groups as models but you’ll likely want to create your own tailored to your institution’s business processes.
Go to Admin > Permissions.
Click Add Group; the below screen appears
In the .
In Group Name box enter a short name (e.g. IASFACULTY)name for the group.
In the Description, enter a description.
In the Default Semester, optionally enter select the default semester to show in drop downs such as course registration.
In the Default Dashboard, optionally enter select the default dashboard to show upon log logging in to the systemCampus Cafe. If no dashboard is chosen, the value in Entry_Page in Adjustable Text Maintenance will be shown. (Please note the Student dashboard is under development and should not be selected.)
NOTE: For the default dashboard to take effect, the Refresh Data Cache must be run. This automatically runs each night but may be run manually by navigating to Admin > Refresh Data Cache.In the Default Texting Member:Template select an activity tracking template that will be used to send a text message if no other activity tracking template is chosen when a text is sent. Texting requires a third-party contract with MessageMedia.
Click Save
Copy Permission Group
Custom Portal Entry Page for Different Permission Groups
On the Permission Group Create/Edit screen, there is an html box that allows the Default Entry Page HTML from the Adjustable Text Maintenance settings to be overwritten for a specific Permission Group. What this allows an institution to do is set up different portal pages with different links, pictures, etc. based on a permission group. e.g. an “Applicant” permission group can have a different set of links vs. an Accepted or Enrolled students.
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Copy permission group
Copying a permission group will duplicate duplicates all access of the original group. This is helpful if creating a group from a delivered group or creating a tweaked version of an existing group.
Navigate Go to Admin > Permissions.
In the Copy from Group choose the group to model the new group on.
In the Copy to Group box enter the new group’s name.
In the New Group Description box enter the new group’s description.
Click Copy Group.
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Assign
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permissions to
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permission group
Campus Café Cafe is divided into smaller parts (modules) to minimize the number of restrictions that must be inserted into a permission groupmake managing permissions easier. These modules can be thought of as roles within the permission group. By assigning modules to a group, it is possible to “permit” permit a module implicitly. The user is then only able to access the objects in that module. The security administrator may then remove or restrict the user from functions within the module as necessary.
Modules include broad areas such as admissions, registration, alumni, faculty and student. The global module provides access to features common across the system platform (e.g. the ability to change their own password) while the my info module provides access to information unique to the individual (e.g. their own transcript).
Master
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list of
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permissions
Before assigning permissions to a role, familiarize yourself with the permissions available.
Navigate Go to Admin > Permissions.
Click View All Permissions.
A list of permissions appears along with their associated module. You can optionally use the search box to locate a specific permission or export the list to Excel by clicking the Excel button.
Assign
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module to
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permission group
A module contains a set of permission to see and work with various data and screens. For example, providing access to the profile page is one permission but providing the ability to see the birthday is anotherthe module Global contains access to many functions that all users of Campus Cafe may need.
Once you assign a module, you can drill into the module and control access to specific data or functions.
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Permissions are generally provided when the module is granted to the group unless specifically removed or restricted to read only. |
Navigate Go to Admin > Permissions.
In the first leftmost column, click the permission group to assign a permission.
In the second middle column, click the module to assign.
Click Add. In general, this provides access to all data and functions in that module to the permission group.
Control individual data or function access
Once you’ve assigned a module to a permission group, you can further refine what that permission group can see and do.
Go to Admin > Permissions.
In the leftmost column, click the permission group to modify.
In the far right column, click the module to modify.
With the module still selected, click Edit Group Permissions.
In general, if a permission is appears in the left box on the left the user has access to the information (screen) or function. To prevent restrict access to a screen or function, check the box next to the permission and click Add Read Only (RO) or Click Add No Access (NA). In the below example, the user will not won’t see the FERPA informational screen upon login.
In general, permissions take affect immediately although the user will be required to log out and log in to see changes.
Edit Permission Group
Navigate to Admin > Permissions
In the first column, click the permission group to edit
In the second column, click the module to edit
In the third column, click Edit Group Permissions
In general, if a permission is in the box on the left the user has access to the information (screen) or function. To prevent access to a screen or function, check the box next to the permission and click Add Read Only (RO) or Click Add No Access (NA). To allow access to the screen, select the permission in the second column and click Remove.
Examples
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Delete
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permission group
Deleting a permission group will completely remove removes it from the systemCampus Cafe. Before being deleted, all users assigned to the permission group must be assigned to other groups.
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Once deleted, a group cannot be recovered. |
Navigate Go to Admin > Permissions.
In the first column, click click the permission group to delete.
Click Delete Group.
Click OK to confirm deletion.
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Permissions reports
Campus Café Cafe provides a search screen and delivered base reports to view users and permissions. The search screen is best for identifying users in a specific group or small cohorts of users. The base reports offer more detail.
User
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search
Navigate Go to Admin > Users.
Search by any combination of last name, first name or permission group. Maximum results supported is 9,999.
Click Submit.
To edit a user's permission group or username, click the magnifying glass to the left of the user.
Base
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reports
Navigate Go to Faculty/Staff > Base Reports or SSRS Reports depending on your version configuration of Campus CaféCafe
Enter your report credentials. These are unique from your username and password.
Click OK.
Click the System folder.
The Permissions Listing by Group and Module shows all permissions assigned to the selected permission group(s).
The SYUSER by Permission Group report shows all users created within the specified date organized by permission group.
Tracking
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permissions
Tracking permissions provide access to workflow template members (activities) and allow users to select the activity from activity tracking buttons and view activities. Activity templates are created and organized by member. For example, all your admissions activity templates may appear in the member A for admissions.
Add Tracking Permission
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You can create tracking permission groups to provide permission groups with access to one or more members. For example, your admissions office may only have access to member A, but your registrar’s office has access to both member A for admissions and R for registrar.
Add tracking permission
Go to Admin > Tracking Perms.
Click New Tracking Perm.
In the Group Id box enter the permission group name.
In the Member drop down, select the member
Optionally check Read Only to provide the group access only to view the members.
(Selecting read only will make all activities within the member read only.)Optionally choose a specific template to exclude.
Click Create.
Repeat the process for other members the group will need access
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Edit
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tracking permission
Navigate Go to Admin > Tracking Perms.
Check Select the box next to the entry to edit.
At the top of the page, click Edit Selected.
Make any adjustments.
Click Update.
Delete
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tracking permission
Navigate Go to Admin > Tracking Perms.
Check the box next to the entry to delete.
At the top of the page, click Delete Selected.