About Users

Access to information and functions in Campus Café is controlled by the user logged in and the user’s associated permissions. Campus Café supports local authentication, or can authenticate users against their Microsoft Azure or G Workspace credentials. Permissions specific to screen and function access are housed within the Campus Café platform. Campus Café recommends assignment of and changes to permission groups be made by an individual with a strong grasp of the institution’s business processes.  

Configuring Authentication

Institutions utilizing Single Sign On should refer to Microsoft Azure or G Workspace documentation.

For Campus Cafe user provisioning, institutions should review the following key custom controls:

• SYUSUNAME, Sequence 1, Parameters 1-10 control the format of an auto-created username.
• SYUSUNLENG, Sequence 1, Parameters 1-4 further control the format of an auto-created username.
• WEBUSRNAME, Sequence 1, Parameter 1 controls whether usernames are lowercase, uppercase or mixed case.
• WEBUSRNAME, Sequence 1, Parameter 2 controls whether username is masked on the login screen.
• WEBUSRNAME, Sequence 1, Parameter 3 controls how Campus Cafe searches for usernames coming from an outside identity provider (e.g. SSO or LDAP). Set to Y to allow mixed case. For example Sherlock.Holmes will be treated the same as sherlock.holmes. N will make the search case sensitive.
• WEBPASSWRD, Sequence 1, Parameters 1-8 control password complexity requirements when the user manually changes passwords. This control is not used if utilizing single sign on or other IdP.
• SYUSPASS, Sequence 1, Parameters 1-5 control the default password assigned to new users.
• SYUSCHGPWD, Sequence 1, Parameter 1 controls whether a new user must change their password (Y). Does not apply if using Single Sign On.

Person Records and Users

An individual must have a person record prior to being provisioned an account. A user account allows the provisioning of a username and password so an individual may access the system. Faculty, staff and administrator accounts are created via one method. For students, Campus Café generally assumes student users are created through the admissions application process, which is important for establishing foundational data about the student’s academic program though students may be created manually.

Create Faculty/Staff Record

1. Navigate to All Users > Add Non-Student/Org
2. Check Faculty/Staff or Constituent (constituents are donors, relatives of students, alumni not in the system or others you wish to track)
3. Enter information about the person. Although only first and last name are required, not completing birthday or SSN could lead to duplicate records. Not completing an email will limit the ability of the system to leverage workflow processes.
4. Click Add
5. Review the information and, if correct, click Submit
6. For the user to be able to access Campus Cafe, assign them a username and password (directions)

Create Applicants or Student Record

Student user accounts are generally created through the application process. Upon submission of an application Campus Cafe automatically generates a username and password for the individual and assigns him or her a permission group.

The below custom controls are important to review:

• Custom control WEBINQUSNM, Sequence 1, Parameter 1 controls if a username is created.
• Custom control SYUSAPPINC, Sequence 1, Parameter 1 determines at which applicant stage a user record is created. Typically, records are generated upon submission of an application, which is status Y. This will allow applicants to check the status of their application.
• Custom control SYUSAPPSIT, Sequence 1, parameters allow applicants submitting applications tied to different sites to be assigned to different permission groups. For example, you may have one group for undergraduate applicants and another for graduate applicants. Include one site per parameter. For example, in parameter 1, entering 01-APPLICANT will assign anyone who applies to site 01 the group named applicant. In Parameter Value 2, entering 02-GRADAPPLICANT will assign anyone who applies to site 02 the group named gradapplicant.

Changing Applicants to Students

Applicants may have different permissions than students. For example, applicants would not be able to register for classes while students could. Campus Cafe can be configured to instantly change an applicant's permission group upon acceptance, deposit or other admissions progress code.

By default, applicants are issued credentials and placed in the "applicant" permission group. The delivered student permission group is "webdefault".

Custom control SYUSCHGGRP, Sequence 2, Parameters 1-10; Sequence 3, Parameters 1-10 and Sequence 4, Parameters 1-10 control when an applicant is automatically changed to another permission group, typically the webdefault (student) group. 

The rule is set based on a combination of the applicant's admissions site, current permission group, new admissions progress code and new permission group. Each parameter value holds one rule following the pattern of site number : the new admissions progress code : the current permission group : the new permission group. The site must always be two digits. (01 for 1, 02 for 2, etc.) For example, to have site 1 applicants in the applicant permission group automatically change to the webdefault (student) permission group upon acceptance, enter in one of the parameter values "01:A:APPLICANT-WEBDEFAULT" To have them change upon deposit, enter in one of the parameter values "01:P:APPLICANT-WEBDEFAULT" To apply the changes, refresh the cache by navigating to Admin > Refresh Data Cache > reload data.

Turning Non-Faculty Person into Faculty/Staff

If a user exists in the system as a non-faculty member and the user now needs faculty/staff permissions, follow the below steps.

1. Navigate to All Users > Add Non-Student/Org
2. Check Faculty/Staff
3. Enter the person's first name, last name and email exactly as it appears on the existing Campus Cafe record
4. Click Add
5. The system will indicate duplicate records have been located. Click Select next to the individual to provide faculty/staff access to
6. Click Submit

Username Naming Convention

The system can provision usernames based on different rules. The default is for the username to consist of the individual’s first name followed by a period followed by last name. This setting is controlled by Custom Control SYUSUNAME, Sequence 1, Parameter 1.

Create User Account & Assign/Change Permission Group

Once an individual exists in the system, he or she may optionally be assigned a permission group. Users may only be assigned to one permission group. Individuals without a group have no access to the system.

1. Navigate to Admin > Permission Maintenance
2. In the Lookup Person box, enter the ID number of the individual to assign Alternatively, clicking Lookup Person will launch a dialog to find a user based on name or other criteria
3. Click Add/Edit
4. From the Permission Group drop down, select the desired group
5. If the individual does not already have an account, enter a username and password
6. To force the individual to change his or her password at next login, check Require Password change
7. Click Save

Mass Change User Permission Groups using Spreadsheet

For individuals with usernames, Campus Cafe provides a function to upload a spreadsheet of Campus Cafe ID numbers and assign a desired permission group.

Permission #1258 is required to access this function.

1. Using Microsoft Excel, Google Sheets or other spreadsheet software, prepare a spreadsheet with ID numbers listed in the first column, one ID number per cell
2. Save the file as .xls (Excel), .xlxs (Excel), or .csv (comma separated values)
3. In Campus Cafe, navigate to Admin > Mass Assign Perm Group
4. Click Browse
5. Select the file containing Campus Cafe ID numbers
6. In the Permission Group drop down choose the permission group to assign to users (Note, leaving the permission group blank will remove the permission group from users effictely rendering them unable to access Campus Cafe.)
7. Click Submit; do not leave the screen until the process completes
8. Errors will be output below the submit screen

Change Password

Change Own Password

Users with the appropriate permission may change their own password. (If using Single Sign On, changing passwords is typically controlled by that platform, not Campus Cafe.)

1. Navigate to Main Menu > All Users > Change Password
2. In the Current Password box enter your current password
3. In the New Password box enter the new password
4. In the Confirm Password box enter the new password
5. Click Save

Change Someone Else's Password

Users with the appropriate permission may change passwords for others. (If using Single Sign On, changing passwords is typically controlled by that platform, not Campus Cafe.)

1. Navigate to Main Menu > Admin > User Search
2. Enter the user's Last Name and/or First Name
3. Click Submit
4. Under the View Details column click the magnifying glass
5. In Password box enter a new password for the user
6. Click Save

Disable User Account

Disabling a user account will prevent the individual from accessing the system but will not delete the individual’s record. Disable, versus delete, an account to keep the individual in the system along with their records and record of their actions.

1. Navigate to Admin > Permission Maintenance
2. In the Lookup Person box, enter the ID number of the individual to disable Alternatively, clicking Lookup Person will launch a dialog to find a user based on name or other criteria
3. Click Add/Edit
4. Check Account Disabled
5. Click Save

Delete and Merge User Accounts

Campus Café does not permit the deletion of a user account. If a user no longer needs access to the system, disable the user’s account.

Campus Café provides a mechanism to merge two user accounts. A merge is typically performed when an individual inadvertently receives two separate user accounts creating a duplicate record.

Merge Two IDs

1. Navigate to Admin > Merge Person/Org
2. Select the 'Single Merge' tab
3. In the Source ID# box, enter the ID number of the Campus Café user to merge into another user. In general, in the event of conflicting information, this user’s information is subservient to that of the target ID (see below).
4. In the Target ID# box enter the ID number of the Campus Café user to merge the source ID into. In general, in the event of conflicting information, this user’s information takes precedence then that of the source ID (see below).
5. Click Confirm
6. Review the information
7. Click Merge

IDs (Batch Process)

Campus Cafe has the ability to generate a list of user accounts that are eligible to be merged together. It is a two-step process, first generating a report from the SSRS reports; then uploading the approved file to the Batch Merge process.

Generating the Potential Batch Merge File:

1. Navigate to Faculty>Base Reports
2. Select the 'System' report folder
3. Select the report named 'Potential Duplicates'
4. Enter your Database code, and select your parameters for matching (Email, Address, Mobile Phone, and Birth Date).  The report is set to search for duplicate names automatically. These parameters apply extra filters.
5. Select Yes for 'Format For Export to Excel'
6. Export the report to Excel and save to your computer as a .xlsx file
7. Open the saved 'Potential Duplicates' file and review for accuracy, removing any rows where a merge isn't approved. Be sure that the account that will remain (the Target Account - see Precedence Information section below) has the 'T' in the 'Target' column for each matching group. Save the approved file. Be sure to delete any old or unapproved batch merge .xlsx files from your computer; accidentally uploading and submitting an incorrect file cannot be undone!

Initiating the batch merge process:

1. Navigate to Admin > Merge Person/Org
2. Select 'Batch Merge' tab
3. Upload the approved batch merge file using the 'Choose File' Button
4. Click 'Submit'

The results will be displayed onscreen:

Note: Any students with duplicate ISIRs will not be merged, and must be adjusted manually.

Precedence Information

Generally, institutions merge the account with less information (source ID) into the account with more information (target ID) but each case is unique and should be evaluated accordingly.

• The target ID salutation, name, nick name, marital status, birth date, death date, deceased code, Social Security Number and race take precedence over the source ID name.
• A target ID address takes precedence over a source ID address. If the source ID contains an address associated with an address type that does not exist in the target ID, that address will be added to the target ID’s record.
• A target ID email takes precedence over a source ID email. If the source ID contains an email that does not exist in the target ID, that address will be added to the target ID’s record.
• Enrollments and degrees from the source ID are added to enrollments and degrees in the target ID.
• Student account transactions from the source ID are added to transactions in the target ID.
• If the source ID represents the instructor of any course sections, the instructor for those course sections will change to the target ID.
• The faculty info (faculty detail) from the source ID will take precedence over the target ID.
• The target ID’s permission group, username and password take precedence.
• Previous actions made by the source ID number will remain unchanged.
• Audit logs remain unchanged. Any prior actions made by the source ID will show the source ID number as the user who made the change. Future actions by the user will show the target ID number.
• Admissions counselor assignments remain unchanged. Prospects are assigned to STParms, not directly to users. Refer to admissions counselor documentation. 

Merging two accounts with Duplicate ISIR Revisions

If a user attempts to merge two accounts together with multiple Financial Aid ISIR revisions, the merging will be blocked and will warn there are duplicate ISIR packaging records. To resolve, the user must delete the duplicate ISIR from the F/A Packaging page for one of the accounts; then merge the two accounts.