Set Up Campus Portal Staff
There are three types of setup for Campus Portal Staff.
Verify or create an ID Number in J1 Desktop in the Name Entity window.The ID Number is required if you want to allow the user to be assigned Campus Portal roles and user groups, to have access to J1 Desktop information, and to receive notifications.
Verify or configure JICS BASE and JICS STAF to Y (Maintain Config Table window).
Verify or create a Campus Portal login and password for each Staff feature user (Maintain Web Access Code window).
Verify or assign the users to the appropriate Campus Portal role to control their level of portal access (Role Membership window).
Grant the Campus Portal role access to the Staff features. This grants all users assigned to the Campus Portal role access to the pages (Site Manager > Global Portlet Operations; may vary according to your portal setup).
Configure the display of names (UI Config window).
Verify or assign the user groups access to the Make File Extensions Available for HR Module window where users can determine what file types are acceptable attachments (Group Permissions window > Functions tab).
Establish allowed file extensions in HR (HR Configure Human Resources in Personnel/Payroll windows > Make File Extensions Available for Attachment in Human Resources link).
Configure GL to use the Budget module (General Configuration window > Budget tab).
Select and add the features to be used with Budget (Admin Toolbar > Options > Add a new feature to this page).
Verify or create the appropriate budget user groups (Group Definition window). Jenzabar automatically provides several budget user groups, but your organization may want to create groups tailored to your organization.
Verify or assign the budget user groups the appropriate permissions to J1 Desktop activity centers, functions, and tasklists (Group Permissions window).
Verify or assign the budget user groups the appropriate G/L account security permissions (Setup Account Security window).
Verify the user belongs to the appropriate budget user groups or assign the user to the appropriate budget user groups (Group Membership window).
Grant select Campus Portal roles global access to GL Account Lookup (Site Manager > Global Operations page; may vary according to your Campus Portal setup).
Verify GL accounts are available or select GL accounts to budget against (G/L Accounts window).
Verify or configure the Simple Mail Transfer Protocol (SMTP) relay and mail scheduler to allow users to receive email notifications. For more information, see the Notification System Overview topic in the Common help in J1 Desktop.
Verify or establish general configurations for notifications, allowed file extensions, budget checking, and override privileges (Budget Settings window in J1 Desktop).
Verify or add the feature to the Staff features page (Admin Toolbar > Options > Add a new feature to this page).
Grant select Campus Portal roles global access to the feature and determine their level of capabilities (Site Manager > Global Portlet Operations; may vary according to your portal setup).
Establish the email address to automatically receive email from potential applications for a position without a designated contact (Employment Position Management feature > click the Configure Some Settings link).
Enter a general introduction about your organization for potential applications to read in the"About Us" section (Employment Position Management feature > click the Configure Some Settings link).
Verify or add the feature to the Staff features page (Admin Toolbar > Options > Add a new feature to this page).
Grant select Campus Portal roles global access to GL Account Lookup (Site Manager > Global Operations page; may vary according to your Campus Portal setup).
Verify or create the appropriate user groups to control access to GL accounts (Group Definition and Group Permissions windows). These groups can also be associated with existing Campus Portal roles.
Verify or assign the user to the user group with the appropriate level of GL account access (Group Membership window).
Verify or assign the user group the appropriate GL account security permissions (Setup Account Security window).
Establish the budget period and how budget information appears in the feature (Admin Toolbar > Preferences; may vary according to your Campus Portal setup).
Verify or add the feature to the Staff features page (Admin Toolbar > Options > Add a new feature to this page).
Grant select Campus Portal roles global access to the feature and determine their level of capabilities (Site Manager > Global Portlet Operations; may vary according to your portal setup).
Verify or add the feature to the Staff features page (Admin Toolbar > Options > Add a new feature to this page).
Grant select Campus Portal roles global access to the feature (Site Manager > Global Portlet Operations; may vary according to your portal setup).
Grant select Campus Portal roles permission to set up the feature, cancel notifications, create and update the email templates, update the status, and send emails (Admin Toolbar > Access; may vary according to your Campus Portal setup).
Determine how active and held accounts are to be sorted in the feature (Admin Toolbar > Preferences).
Verify or define the email message and method used to deliver the message to online applicants (click Setup from the New Account Notification feature).
Verify or assign the user groups the appropriate G/L account security permissions (Setup Account Security window).
Verify or assign the appropriate user groups access to the Check Requisition Status window (Group Permissions window > Function 66051: Check Requisition Status).
Determine if automatic or manual approval tracks will be used (Purchasing Module Setup window > Approvals tab).
Verify or assign the appropriate users to any approval tracks you plan to use (Purchasing Module Setup window > Approvals tab > Build approval tracks and assign approvers to them link).
Determine if a purchase order will be automatically created when the requisition is approved (Purchasing Module Setup window > Approvals tab > Upon final approval options).
Determine if a request will be unencumbered and/or deleted when the requisition is denied (Purchasing Module Setup window > Approvals tab > Upon requisition denial options).
Verify or assign appropriate users as alternate approvers during a selected time frame (Purchasing Module Setup window > Approvals tab > Assign alternate approvers for specific date ranges link).
Establish allowed file extensions (Purchasing Module Setup window > General tab > Make File Extensions Available for Attachment link).
Determine if a PDF will automatically be created and/or emailed when the purchase order is created and if the PDF will be available to users from the feature (Purchasing Module Setup window > Create PO tab > Set General Preferences options).
Determine if inventory codes are to be used and available in the Campus Portal (Purchasing Module Setup window > Create PO tab > Set Inventory Preferences options).
Determine the budget check to be performed (Purchasing Module Setup window > Create Requisitions tab > Perform this budget check on save options).
Determine the ship to location codes (Purchasing Module Setup window > Create Requisitions tab > Set Shipping Addresses and Terms options).
Determine if similar line items will be grouped together when the purchase order is created (Purchasing Module Setup window > Create Requisitions tab > Set General Preferences options).
If you are using notifications within the requisition submission and approval process, make these configurations:
Verify or configure Client Application Services and the SMTP relay information to allow users to receive email notifications. For more information, see the Notification System information in the help for the Common Module.
Verify or create the notifications (Purchasing Module Setup window > General tab > Configure Purchasing Module notification roles and messages link).
Verify or enter an email address for the user (Name Entity or Maintain Addresses windows).
If you are using budget adjustments within the requisition submission and approval process, make these configurations:
Verify your organizations is licensed and using J1 Desktop and Campus Portal Budget features (General Configuration window > Budget tab).
Verify or assign the user to the appropriate Campus Portal budget role to control their level of Campus Portal access (Role Membership window).
Verify the user has been assigned to one of the following budget roles on the appropriate budget worksheets: Transfer Submitter, Transfer Approver, Adjustment Submitter or Adjustment Approver (Setup and Manage Budgets window > Assign Budget Officers tab).
Verify or assign the budget user groups the appropriate G/L account security permissions (Setup Account Security window).
Grant the Campus Portal role access to the Campus Portal Budget pages (Site Manager > Global Portlet Operations; may vary according to your portal setup)
Determine the maximum number of GL accounts to be displayed and the maximum number to be available from a drop-down list. If the number of accounts exceeds this maximum, the user can click the Search for account link which accesses the GL Account Selection window. (Site Manager page > ERP Settings link > MaximumGLAccountsToDisplay and MaximumGLAccountsForListBox options).
Verify or establish requisition approval track configurations (Purchasing Module Setup window).
If you are using notifications within the requisition submission and approval process the following configurations must be established:
Verify or configure the SMTP relay and mail scheduler to allow users to receive email notifications. For more information, see the Notification System Overview information in the help for the Common module.
Verify or create the notifications (Set Up Notifications window).
Verify or enter an email address for the user (Name Entity or Maintain Addresses windows).
Verify or select the Must Notify checkbox (Internet Submissions window > click Assign Processing and Notification Rights button to access the Assign Processing and Notification Rights window.)
Verify or assign the appropriate user groups access to the Check Requisition Status window (Group Permissions window > Function 66051: Check Requisition Status).
Determine whether automatic or manual approval tracks will be used (Purchasing Module Setup window > Approvals tab).
Verify or assign the appropriate users to any approval tracks you plan to use (Purchasing Module Setup window > Approvals tab > Build approval tracks and assign approvers to them link).
Establish allowed file extensions (Purchasing Module Setup window > General tab > Make File Extensions Available for Attachment link).
Enter any desired supporting documentation reminders you want to appear to requestors in the campus portal (Purchasing Module Setup window > General tab > Online Attachment Support Reminder option).
Determine if inventory codes are to be used and available in the campus portal (Purchasing Module Setup window > Create PO tab > Set Inventory Preferences options).
Determine the budget check to be performed (Purchasing Module Setup window > Create Requisitions tab > Perform this budget check on save options).
Determine the ship to location codes (Purchasing Module Setup window > Create Requisitions tab > Set Shipping Addresses and Terms options).
Verify or add the feature to the Staff features page (Admin Toolbar > Options > Add a new feature to this page).
Grant select campus portal roles global access to the feature (Site Manager > Global Portlet Operations; may vary according to your portal setup).
Grant select Staff feature roles permission to this feature (Admin Toolbar, Permissions; may vary according to your campus portal setup).
Determine the maximum number of GL accounts to be displayed and the maximum number to be available from a drop-down list. If the number of accounts exceeds this maximum, the user can click the Search for account link, which accesses the GL Account Selection window (Site Manager > ERP settings link > MaximumGLAccountsToDisplay and MaximumGLAccountsForListBox options).
If you are using budget adjustments within the requisition submission and approval process, the following configurations must be established:
Verify your organizations is licensed and using J1 Desktop and campus portal Budget features (General Configuration window > Budget tab).
Verify or assign the user to the appropriate campus portal budget role to control their level of campus portal access (Role Membership window).
Verify the user has been assigned to one of the following budget roles on the appropriate budget worksheets: Transfer Submitter, Transfer Approver, Adjustment Submitter or Adjustment Approver (Setup and Manage Budgets window > Assign Budget Officers tab).
Verify or assign the budget user groups the appropriate G/L account security permissions (Setup Account Security window).
Grant the campus portal role access to the campus portal Budget pages (Site Manager > Global Portlet Operations; may vary according to your portal setup).
Verify Show on Web checkbox is selected for each active position that should be available in the feature from the Positions tab (HR Employee Master via Personnel or HR Employee Master via Payroll windows).
Verify or select the Active and Show Online checkboxes for the pay periods to be available via Staff features (Online Pay Periods window).
Verify or add the feature to the Staff features page (Admin Toolbar > Options > Add a new feature to this page).
Grant select campus portal roles global access to the feature and permission to submit unapproved timecards (Site Manager > Global Portlet Operations; may vary according to your portal setup).
Verify or define supervisors (Supervisors window).
Verify or assign supervisors to each position in which their employees work (HR Positions via Payroll or HR Positions via Personnel windows).
Verify the Show on Web checkbox is selected for those positions you want available via the campus portal (HR Employee Master via Personnel or HR Positions via Payroll windows).
Verify or add the feature to the Staff features page (Admin Toolbar > Options > Add a new feature to this page).
Grant select campus portal roles global access to the feature and permission to perform administrative duties, change the timecard format, and submit timecards (Site Manager > Global Portlet Operations; may vary according to your portal setup).