Administrators

An administrator is a user that has been granted access to the DreamApply system by a Superuser. The access, limitations and permissions for the administrators should be edited from the Administrators submenu, located under the Settings menu in your system. This tutorial will show you how to create or edit your administrators, as well as providing you with information about the different functions and features such as Auditing permissions and Audit logins and filtering options available from the Administrators page.

General view

Enter the Administrators submenu, located under the System menu. The Administrators window will appear, showing a list of all the Administrator accounts registered in your system.

On the top part of the menu there are filtering options available, that allow you to visualize only the administrator accounts you are interested in.

1. Admin roles allows you to filter by specific administrator roles.

2. Validity lets you filter the accounts based on the validiti period set for the accounts. This is useful for example, if you want to visualize only those admistrator accounts whose validity has already expired.

3. Audit permissions is an option which you can choose to activate or deactivate by clicking on the slider, which will become blue when activated. This function allows you to get a quick overview of the specific permissions each administrator has within the system. More on that later.

4. After clicking Search, the results matching your search criteria will be displayed on the list below.

5. + New administrator allows you to create a new administrator if needed.

6. If you would like to edit an existing administrator, you can click on the tool icon.

Adding or editing the administrator account

Once you click on the tool icon located to the right of the administrator’s name and information or on the + Add new administrator button, you will be redirected to the window shown below. To edit the administrator settings, you will need to first modify the Account information:

1. Username refers to the user name the administrator will use to enter the system.

2. Passwords should be sent out, only after all the required settings limitations and permissions are properly set.

Personal details

Personal details can be entered but can also be added by the admin once she or he has access to the account.

1. Name refers to the real name of the administrator, please note that the name and email entered here will be the names used for outgoing emails for the admin so you should enter the correct email address and the name you would like to have shown on the outgoing emails.

2. Email, as previously mentioned, will be used to send out reminder and other relevant notifications from the administrator’s account.

3. Phone number

4. Function refers to the job title of the administrator.

5. Signature allows you to enter the text and upload a file with the administrators signature, that can be used when the administrator generates printed documents, offer letters, etc.

Limitations

Limitations will determine the instances, applications and institutions the administrator will have access to within the system.

1. Instances refer to your DreamApply instances for example if you have several intances, then you can tick to select which instance the admin will have access to. For example apply.example.dreamapply.com

2. Reports lets you restrict or enable the possibility of viewing reports, or only viewing a certain type of report.

3. Institutions is a setting that should be modified for multi-institutional systems if you would like the administrator to restrict acces only to applications belonging to one particular institution.

4. Regions may also be limited, allowing the admin to view only applications from specific regions.

5. Flags makes it possible for you to restrict the access only to applications that have been marked with a specific flag. Say for example, you have a flag to mark applicants who have a applied to a programme corresponding to Department X. If the administrator should only have access to applications flagged as Department X, then you can limit the access by selecting this option.

Permissions

Permissions lets you determine which actions the admin can perfor within the system.

1. We have a set of preset roles that are commonly used, to make it convenient for you to choose these commonly used roles.  If the roles above are not entirely fitting your needs, then you can chose to add additional permisions for the preset roles. Note that preset permissions, which will appear in grey, cannot be removed if you select a preset role.

2. If you wish to create a completely custom role then you can untick all the options on preset roles, tick on Add additional permissions (advanced) and create a completly customized role for the admin.

3. Validity period lets you set the date from which you would like to make the account active. For example, you created the administrator for an incoming admin which should not have access to the system until he start working in the department, you can tick on Tick to make the account active starting from… and select the date. If the administrator should only have temporary access to the system, say for example a period of 3 months, then you can also choose the date on which you would like to make the account incactive by ticking Tick to make the account inactive after… This option is specially helpful so you can make sure that administrators who should not have access after a certain time will become inactivated automatically, protecting your system from unwanted access.

4. Finally remember to Save changes and send out the password to the admin, as shown in the section Adding or editing the administrator account.

Custom roles

Once you save the settings for the administrator, you will be back at the administrator window were you can see a list of the admins, their name and email, their role, validity period for their accounts and last login information.

Audit permissions

You may activate Audit permissions by sliding the button on the left side of Audit permissions. This will allow you to view a list of all the permissions for the administrators. Persmissions will be marked with a check if they are given, or remain blank if not.

Viewing permissions

Audit logins

Under the Last login column, you will be able to see the last login made by an administraror, if you wish to see a log of all the logins for that admin, you can select the option Audit logins.

Admin Logins

All done!

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