Tool Rights User Groups - Study Guide

Last Modified on 10/22/2022 10:45 am CDT

Tool rights user groups allow you to determine which tools are accessible and what level of data modification is accessible for all users assigned to the user group. 

Tool rights user groups are an efficient way to assign the same tools and data rights to a similar group of people (e.g, teachers, counselors, attendance clerks) and provides an easy way to remove or modify tool rights for a group of people.

Individual User Accounts and Tool Rights

Users Allowed to Assign Tool Rights

Tool rights can only be assigned by users who have Student Information System - Product Security Role. See the documentation below for more information about Product Security Roles.

Documentation

Documentation

Individual Tool Rights

Tool rights can be assigned individually for each user however, assigning individually can be both time consuming and hard to manage. Unlike tool rights user groups, removing or adding tool rights for users can become a tedious process.  

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Simulation

Tool Rights Groups

Create Tool Rights Groups

The first step in the process is to create user groups. Providing a clear and informative user group name and description is helpful when searching for and assigning users to user groups.

Documentation

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Simulation

Assign Tool Rights to Groups

Once user groups have been created, tool rights should be assigned to each user group. 

The learning content below will describe how to assign tool rights and what each level of tool rights means.

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Simulation

Assign Individual Users to Tool Rights Groups

You can assign individual users to tool rights user groups by accessing the User Groups tab.

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Simulation

Mass Assign Users to Tool Rights Groups

An efficient way to assign users to user groups is to use the User Account Batch Wizard. This tool allows you to mass assign users to a specific user group or set of user groups.

Documentation


Disabling Student and Staff Accounts

The Disable Account option allows you to disable user accounts for all students or staff within a calendar(s) or for a specific set of users. See the following sections below for more information.

screenshot of the disable account change type selected

Image 19: Disable Account Option

Disable User Accounts for All Students or Staff in a Selected Calendar(s)

To disable all user accounts for all students or staff within a selected calendar(s):

  1. Select an Account Type 
    • Students - Select this option to disable all students within a selected calendar(s).
    • Staff - Select this option to disable all staff within a selected calendar(s).
  2. Select a Change Type of 'Disable Account'.
  3. Mark the Disable user accounts for all students in the selected calendar(s) OR Disable user accounts for all staff in the selected calendar(s) radio button. 
  4. Select which calendar(s) will have user accounts disabled. To select multiple calendar, hold the CTRL button while selecting each calendar. 
  5. To preview a list of all user accounts that will be disabled, click the Preview Changes button. A report will appear in CSV format.
  6. To initiate the disabling of student or staff user accounts, click the Save Changes button. A report will appear in CSV format, detailing all user accounts disabled.
Student AccountsStaff Accounts

screenshot of selecting student user accounts to disable

screenshot of selecting staff accounts to disable

Disable User Accounts for All Selected Students or Staff

To disable user accounts for a specific student or set of students:

  1. Select an Account Type
    • Students - Select this option to disable specific students within a selected calendar(s).
    • Staff - Select this option to disable specific staff within a selected calendar(s).
  2. Select a Change Type of 'Enable Account'.
  3. Mark the Disable user accounts for selected students OR Disable user accounts for all selected staff radio button. 
  4. Enter search criteria for the student (e.g., Last Name, First Name, Gender, Grade) or staff (e.g., Last Name, First Name, Title, Role) and click the Search button. Users matching search criteria will appear in the window on the right.

    Search results are district-wide.

  5. In the B. Select a person to add to edit list window, select the name of each person who will have their user account disabled. When a person is selected, their name will appear in the C. Click on a person to remove from list window.
  6. To preview a list of all user accounts that will be disabled, click the Preview Changes button. A report will appear in CSV format.
  7. To initiate the disabling of student or staff user accounts, click the Save Changes button. A report will appear in CSV format, detailing all user accounts disabled.
Student AccountsStaff Accounts

screenshot searching for student accounts to disable

screenshot of searching for staff accounts to disable

Below is an example of the CSV report that will generate once the Save Changes button is selected (Image 20).

screenshot of the csv report detailing which accounts were disabled

Image 20: Example of the CSV Report Detailing Disabled Accounts

Forcing a Password Change

The Force Password Change option allows you to force a password change for all student or staff user accounts in a school(s) or for a specific set students or staff. 

Only students with a student user account which is enabled and does not already have the Force Password Change field selected will be forced to change their password.

See the following sections below for more information.

screenshot of the force password change option selected

Image 21: Force Password Change Option

Force a Password Change for All Students or Staff in a Selected School(s)

To force a password change for all student or staff accounts in a selected school(s):

  1. Select an Account Type
    • Student - Selecting this option means all students within the selected school(s) will be forced to change their password.

    • Staff - Selecting this option means all staff within the selected school(s) will be forced to change their password. Staff are identified based on the presence of a District Assignment record. 

      When forcing a password change for staff, the tool omits staff members with the following Product Security Roles: Application Security, Finance, Human Resources, Open Market Food Service, Payroll, Student Information System, Campus Learning.

  2. Select a Change Type of 'Force Password Change'.
  3. Mark the Force password change for all student accounts in the selected school(s) OR Force password change for all staff accounts in the selected school(s) radio button. 
  4. Select which schools will have all student or staff accounts forced to change their password.
  5. To preview a list of all user accounts that will be impacted, click the Preview Changes button. A report will appear in CSV format.
  6. To initiate the forcing of a password change for student or staff user accounts in the selected school(s), click the Save Changes button. A report will appear in CSV format, detailing all user accounts impacted.

Only students with an active user account, an active or future enrollment record in the selected school(s), and does not already have the Force Password Change field selected will be required to change their user account password.

Student AccountsStaff Accounts

screenshot of selecting schools which all students will require a password change

screenshot of selecting schools which all staff will require a password change

Force a Password Change for All Selected Students or Staff

To force a password change for specific students or staff:

  1. Select an Account Type.
    1. Student - Select this option to force a password change for specific students.

    2. Staff - Select this option to force a password change for specific staff. Logic identifies staff members by looking for user accounts set with a Homepage of 'Campus Application' and then excluding some users based on their user group/product security roles. 

      When forcing a password change for staff, the tool omits staff members with the following Product Security Roles: Application Security, Finance, Human Resources, Open Market Food Service, Payroll, Student Information System, Campus Learning.

  2. Select a Change Type of 'Force Password Change'.
  3. Mark the Force password change for all selected students or Force password change for all selected staff radio button. 

  4. Enter search criteria for the student (e.g., Last Name, First Name, Gender, Grade) or staff (e.g., Last Name, First Name, Title, Role) and click the Search button. Users matching search criteria will appear in the window on the right. 

    Search results are district-wide.

  5. In the B. Select a person to add to edit list window, select the name of each person who will be forced to change their password. When a person is selected, their name will appear in the C. Click on a person to remove from list window.
  6. To preview a list of all user accounts that will be impacted, click the Preview Changes button. A report will appear in CSV format.
  7. To initiate the forcing of a password change for all selected students or staff, click the Save Changes button. A report will appear in CSV format, detailing all user accounts impacted.

Only selected students with an active user account, an active or future enrollment record in the selected school(s), and does not already have the Force Password Change field selected will be required to change their user account password.

Student AccountsStaff Accounts

screenshot of selecting which students will be forced to change their password

screenshot of selecting which staff will be forced to change their password

Below is an example of the CSV report that will generate once the Save Changes button is selected (Image 20).

screenshot of the csv report indicating which users will be forced to change their password

Image 22: Example of the CSV Report Detailing User Accounts Forced to Change Their Password

Adding User Groups to Staff Accounts

User Groups can be assigned to all staff user accounts within a school or for a specific set of staff members. This functionality is useful in mass applying calendar rights and tool rights for all staff members in a school or for a specific set of staff members (e.g., all teachers, specific counselors, etc). 

User Groups are broken into the three following categories: 

  • Tool Rights Groups - These groups only contain tool rights and do not assign calendar rights.
  • Calendar Group - These groups only contain calendar rights and do not assign tool rights.
  • Mixed or Empty Group - These groups assign a combination of tool and calendar rights or they are blank and contain no calendar or tool rights at the moment.

By separating user groups into these categories, users have more control over what types of rights are assigned and can easily identify and sort through different user groups when assigning. 

User groups containing all schools and all calendars cannot be added to staff accounts via the User Account Batch Wizard. User accounts requiring all schools/all calendars must be handled manually.

See the following sections below for more information.

screenshot of the staff and add user groups options selected

Image 23: Add User Groups Option

Add User Groups for All Staff in a Selected School(s)

To add user groups for all staff within a selected school(s):

  1. Select an Account Type of 'Staff'
  2. Select a Change Type of 'Add User Groups'.
  3. Search for a User Group by first selecting the Group Type. Only user groups of this type will appear in search results.
  4. Enter the Group Name being searched. Only user groups of the selected type which matches the group name entered will appear in search results.
  5. Click the Search button. Search results will appear in the Click on a group to add to the list window on the right.
  6. Select which groups will be assigned to these user accounts. Selected groups will appear in the Click on a group to remove from list window.
  7. Repeat steps 1-6 If additional tool rights groups, calendar groups, or mix user groups should be added.
  8. Select the Add User Groups to all staff in the selected school(s) radio button.
  9. Select which school(s) will have selected user groups assigned to all staff members. To select multiple schools, hold the CTRL button while selecting each school. 
  10. To preview a list of all user accounts and what user groups will be added, click the Preview Changes button. A report will appear in CSV format.
  11. Select the Save Changes button. Specified User Groups have now been added to all staff members in the selected schools. 

screenshot of selecting user groups to add to staff members

Image 24: Adding User Groups for All Staff in a School(s)

Add User Groups for Specific Staff Members

To add user groups for specific staff members:

  1. Select an Account Type of 'Staff'
  2. Select a Change Type of 'Add User Groups'.
  3. Search for a User Group by first selecting the Group Type. Only user groups of this type will appear in search results.
  4. Enter the Group Name being searched. Only user groups of the selected type which matches the group name entered will appear in search results.
  5. Click the Search button. Search results will appear in the Click on a group to add to the list window on the right.
  6. Select which groups will be assigned to these user accounts. Selected groups will appear in the Click on a group to remove from list window.
  7. Repeat steps 1-6 If additional tool rights groups, calendar groups, or mix user groups should be added.
  8. Select the Add User Groups for selected staff radio button.

  9. Search for a person by entering identifying criteria (e.g., Last Name, First Name, Gender, Title, etc) and click the Search button. Search results will appear in the window to the right. 

    Search results are district-wide.

  10. Select which users will have user groups added by click on their name in the Select a person to add to edit list window. Once a person is selected they will appear in the Click on a person to remove from list window.
  11. To preview a list of what user groups will be added for which people, click the Preview Changes button. A report will appear in CSV format.
  12. Once ready initiate the addition of the user groups, select the Save Changes button. Specified User Groups have now been added to the selected users. 

screenshot of adding user groups to specific staff members

Image 25: Adding User Groups for Specific Staff Members

Below is an example of the report that is produced once user groups are added.

screenshot of the csv report detailing which staff were assigned which user groups

Image 26: Example of the User Group Report

Removing User Groups to Staff Accounts

User Groups can also be removed from all staff user accounts within a school or for a specific set of staff members. This functionality is useful in mass removing calendar rights and tool rights for all staff members in a school or for a specific set of staff members (e.g., all teachers, specific counselors, etc). 

See the following sections below for more information.

screenshot of the staff and remove user group options selected

Image 27: Remove User Groups Option

Remove User Groups for All Staff in a Selected School(s)

To remove user groups for all staff within a selected school(s):

  1. Select an Account Type of 'Staff'
  2. Select a Change Type of 'Remove User Groups'.
  3. Search for a User Group by first selecting the Group Type. Only user groups of this type will appear in search results.
  4. Enter the Group Name being searched. Only user groups of the selected type which matches the group name entered will appear in search results.
  5. Click the Search button. Search results will appear in the Click on a group to add to the list window on the right.
  6. Select which groups will be removed from these user accounts. Selected groups will appear in the Click on a group to remove from list window.
  7. Repeat steps 1-6 If additional tool rights groups, calendar groups, or mix user groups should be added for removal.
  8. Select the Remove User Groups to all staff in the selected school(s) radio button.
  9. Select which school(s) will have selected user groups removed for all staff members. To select multiple schools, hold the CTRL button while selecting each school. 
  10. To preview a list of all user accounts that will have user groups removed, click the Preview Changes button. A report will appear in CSV format.
  11. Select the Save Changes button. Specified User Groups have now been removed to all staff members in the selected schools. 

screenshot of which user groups will be removed from the staff members

Image 28: Removing User Groups for All Staff in a School(s)

Remove User Groups for Specific Staff Members

To remove user groups for specific staff members:

  1. Select an Account Type of 'Staff'
  2. Select a Change Type of 'Remove User Groups'.
  3. Search for a User Group by first selecting the Group Type. Only user groups of this type will appear in search results.
  4. Enter the Group Name being searched. Only user groups of the selected type which matches the group name entered will appear in search results.
  5. Click the Search button. Search results will appear in the Click on a group to add to the list window on the right.
  6. Select which groups will be removed from these user accounts. Selected groups will appear in the Click on a group to remove from list window.
  7. Repeat steps 1-6 If additional tool rights groups, calendar groups, or mix user groups should be added for removal.
  8. Select the Remove User Groups for selected staff radio button.

  9. Search for a person by entering identifying criteria (e.g., Last Name, First Name, Gender, Title, etc) and click the Search button. Search results will appear in the window to the right. 

    Search results are district-wide.

  10. Select which users will have user groups removed by click on their name in the Select a person to add to edit list window. Once a person is selected they will appear in the Click on a person to remove from list window.
  11. To preview a list of what user groups will be removed for which people, click the Preview Changes button. A report will appear in CSV format.
  12. Once ready initiate the removal of the user groups, select the Save Changes button. Specified User Groups have now been removed for the selected users. 

screenshot of selecting specific staff to have user groups removed

Image 29: Removing User Groups for Specific Staff Members

Below is an example of the report that will appear once the Save Changes button is selected.

screenshot of the csv report indicating which user groups were removed from which staff

Image 30: Example of the Remove User Groups Report

Informing Users of Newly Created User Accounts

You can inform all users who have a newly created user account or who have never logged into their user account to log into their account and update their account password by using the User Account Messenger, User Account Messenger Scheduler, and Account Letter Builder tools. 


See the following sections below for more information:

Creating an Email Message to Inform Users of Their New User Account

Tool Search: User Account Messenger

You can use the User Account Messenger to send an email for users to follow and access their new user account.

screenshot of the user account messenger tool

Image 31: User Account Messenger

In the example below, an Ad hoc filter was created which includes the total login count (usage.totalLoginCount) and if the account is flagged to require a password change (usage.forceChangePassword). These fields are important as can be combined with Filter Parameters to identify only those users who have a Campus user account who have never logged into their account and need to change their password (which will be the case for any accounts auto-generated via Account Security Preferences).

Use the following values to ensure a proper list is generated (see Image 32):

  • usage.totalLoginCount
    • Operator: =
    • Value: 0
  • usage.forceChangePassword
    • Operator: =TRUE

screenshot of the account management fields selected in Ad hoc

Image 32: Filter of Users Who Need to Log into their User Account

Once this filter is created, use the User Account Messenger to send a message to each one of these users. 

This message should include the following Campus fields:

  • The accountManagement.username field.
  • The accountManagement.uniqueLinkActivationURL field.
  • The accountManagmeent.uniqueLinkExpirationDate field.

You should also enter an Account Activation URL Expiration Date (see Image 33). This is the date the unique activation URL contained in the message will expire. Users will need to select this URL prior to this date. 

Filter criteria is important when sending this message. Only users who match the filter criteria selected (e.g., Student based Ad Hoc Filters, Census/Staff based Ad hoc Filters (Staff Accounts, etc) will receive the message and be able to activate their accounts.

For notifying Staff, please consider the following:

  • If notifying staff of their newly created Campus Application accounts (System Administration > User Security > Users > User Account > Homepage = Campus Instruction OR Campus Application), use the Census/Staff based Ad Hoc Filters (Staff Accounts) filter option.

screenshot of creating a message for informing users of their new user account

Image 33: Informing Users who Need to Log into Their User Account

Establishing a Recurring User Account Activation Message

Tool Search: User Account Messenger Scheduler

Once you have created and saved a user account activation message in the User Account Messenger tool (see the steps mentioned in the section above), you can establish a daily, weekly, or monthly recurring message event using the User Account Messenger Scheduler.

screenshot of the user account messenger scheduler

Image 34: User Account Message Scheduler

For example, using a user account activation message template and setting to a frequency of daily, you can set the User Account Messenger Scheduler to email the user account activation email to any user accounts created in the last 24 hours and repeat this process every day within a certain timeframe. 

See the User Account Messenger Scheduler article for more information about this process.

 

Creating Letters to Inform Users of Newly Created User Accounts

Tool Search: User Account Letter Builder

You can use the User Account Letter Builder to all users who have a newly created user account or who have never logged into their user account to log into their account and update their account password. 

screenshot of the user account letter builder tool

Image 35: Account Letter Builder

In the example below, an Ad hoc filter was created which includes the total login count (usage.totalLoginCount) and if the account is flagged to require a password change (usage.forceChangePassword). These fields are important as can be combined with Filter Parameters to identify only those users who have a Campus user account who have never logged into their account and need to change their password (which will be the case for any accounts auto-generated via Account Security Preferences).

Use the following values to ensure a proper list is generated (see Image 35):

  • usage.totalLoginCount
    • Operator: =
    • Value: 0
  • usage.forceChangePassword
    • Operator: =TRUE

screenshot of creating a filter of users who need to log into their account

Image 36: Filter of Users Who Need to Log into their User Account

Once this filter is created, use the Account Letter Designer to design a letter which will generate for each one of these users. 

This letter should include the following Campus fields (see Image 36):

  • The accountManagement.username field.
  • The accountManagement.uniqueLinkActivationURL field.
  • The accountManagmeent.uniqueLinkExpirationDate field.

screenshot of the letter designer with a letter example shown

Image 37: Building a Letter to Inform Users who Need to Log Into Their Account

Once the filter has been created and the account activation letter has been build:

  1. Select a Filter Type.

    Filter criteria is important when generating this letter. Only users who match the filter criteria selected (e.g., Student based Ad Hoc Filters, Census/Staff based Ad hoc Filters (Portal Accounts), etc) will have a letter generated.

    For notifying Staff, please consider the following:

    • If notifying staff of their newly created staff Portal accounts (System Administration > User Security > Users > User Account > Homepage = Campus Portal), use the Census/Staff based Ad Hoc Filters (Portal Accounts) filter option.
    • If notifying staff of their newly created Campus Application accounts (System Administration > User Security > Users > User Account > Homepage = Campus Instruction OR Campus Application), use the Census/Staff based Ad Hoc Filters (Staff Accounts) filter option.
  2. Select the filter from the Saved Filters window.
  3. Select the letter from the Saved Account Activation Letters window.
  4. Enter an Account Activation URL Expiration Date. This is the date the unique activation URL contained in the message will expire (see Image 37). Users will need to select this URL prior to this date.
  5. Click the Build Letters button. The letters will appear in a separate window.

screenshot of setting an account activation expiration date on the ad hoc filter

Image 38: Generating a Letter

Below is an example of a generated letter using this scenario (Image 38).

screenshot of the letter generated

Image 39: Example of a Letter

Video

Tool Rights Reports

Tool and Calendar Rights Access Report

Once users have been assigned to tool rights user groups, you can audit which users or user groups have been granted tool rights for a specific tool by using the Tool and Calendar Rights Access Report.

Documentation

Video

User Group Report

The User Group Report provides high-level and detailed information about which user groups exist, all tool rights and calendar rights assigned to each user group, and which user groups are assigned to which Staff Account Automation rules.  

Documentation

Video



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