Manage AdRx profiles, groups, locations, and kiosks as a Campus Admin

On this page:

Overview

Campus Admins can create and maintain key features of AdRx for their campus. Through special security access, the Campus Admins can create and manage:

  • User profiles for any AdRx group and any role on their campus
  • AdRx groups for their campus
  • AdRx locations for their campus
  • AdRx kiosks for their campus

Campus Admins also have the ability to email some or all campus users.

Most Campus Admins will be exercising these rights only within their own schools or units. Campus Admins should not create profiles, groups, locations or kiosks outside of their own campuses or unit boundaries of authority. However, a Campus Admin may need to cross unit or school boundaries, for example, when an AdRx user is moving from one school or unit to another (to cap the user's previous profile and create the new profile). Campus Admins who abuse their access will have their Campus Admin privileges removed.

Request Campus Admin access

Your campus advising director (or equivalent) should contact OCSS to request Campus Admin permissions for you. Once OCSS receives the request, they will add the appropriate security access.

Access Campus Admin tools

From within AdRx, in the upper right, click the Profile icon (the circle with your initials) to expand the AdRx profile menu. Users with the appropriate profile and permissions will see the Campus Admin Page option at the bottom. Click Campus Admin Page to access the Campus Admin tools.

Manage AdRx user profiles

Campus Admins are expected to maintain and update the profiles, groups, locations, and kiosks for their campus or unit. You should regularly review the groups, locations, and kiosks for your campus or unit, and remove any entries that are no longer needed.

AdRx profiles will need the most attention. Whenever an AdRx user's job changes (for example, given a new title, moved to a new unit, or left the university), you may need to make a corresponding update to the user's AdRx profile(s).

Create an AdRx profile

Before creating a new profile, use the "Search Profile" tool (under "User Profile Maintenance") to check whether the user's username is already associated with an AdRx profile.

To create a new profile:

  1. In the upper left of the Campus Admin page, click Create New, and then select AdRx Profile.
  2. If the user does not already have an AdRx profile, or the user has an inactive AdRx profile, under "Network ID or Employee ID (required)", enter their IU username.
  3. Click Create AdRx Profile.
  4. On the Add New User Profile screen, provide the required profile details:
    • Start Date
    • Campus
    • Role
    • Group
    • Career
    Important:
    Campus Admins will need to submit security requests for every new AdRx user and for certain changes to profiles of existing AdRx users. When creating new profiles, the Campus Admin should work each user's department/school access coordinator to request permissions for accessing both AdRx and SIS (since AdRx pulls student data from SIS). All users must comply with the and FERPA tutorial requirements. If the user has no compliance issues, and the request is sent from an AdRx Campus Admin, the user should be able to log into AdRx soon after the request is processed.
  5. If you want to hide the new profile temporarily (for example, while you set up your SAS calendar), under "Profile Features", select Hide name from Calendar. (You will need to uncheck this option to allow students to see the profile and schedule appointments with it.
  6. Click Save.

Maintain profiles

Campus Admins should regularly review their units to make sure AdRx users can access only those tools and options that are within the scope of their current positions. If no role meets the needs of a particular position, contact OCSS to discuss the need and determine what options are available.

When needed, new roles can be approved for AdRx access.

OCSS recommends that you avoid creating multiple profiles for a user unless it is absolutely necessary. Permissions often overlap among roles. For example, an advising administrator has the same access as an academic advisor, so an administrator who is occasionally advising students can use the administrator role to accomplish that. Each profile has its own calendar attached to it, so users with multiple profiles must manage multiple calendars. Consult with OCSS if you are unsure how to manage a particular user's access.

End one or more profiles for a user

One of the more common reasons for updating profiles is when users transition from one job/department/campus to another.

Never save a future end date for a user, even if you are certain the user will be leaving on a specific date. The end date signifies a full stop to the user's access, and should be applied only as part of the tasks performed on the user's last day of employment.

If a user is transferring to a job that requires maintaining some level of AdRx access, the Campus Admin for the new department or unit will manage the needed profile updates. First create their new profile. Before doing this, take the following steps:

  1. Ask the user to check for any SAS appointment slots that are still open under the user's old profile, and direct the user to delete any remaining open appointment slots. The user will need to rebuild their calendar using the new profile.
  2. Once the new profile is built, the Campus Admin should enter the end date for all profiles associated with the old unit/campus. This order is important. OCSS will be working to automate adding individuals to the correct security groups for each role. If you inactivate a user first, you will completely end that user's access.

If the user is leaving IU, the Campus Admin for the user's unit should remove the user's access to AdRx and its related systems.

When ending a profile, use the Notes field to briefly state why the profile was ended (if it is the last profile, include that in the message also). Sign every note with your IU username; for example:

User left IU 8-13-21; all profiles and security are ended -username

When you end all profiles for a user, you must notify OCSS that the user no longer needs access to AdRx, and OCSS will update the user's security permissions. These two steps are important and need to be completed before the user is completely inactivated.

Send email to users

Under "User Profile Maintenance", at the top of the list of users, the Email button activates when you select a user. Clicking Email will display a pop-up that identifies you as the sender, identifies the recipient, provides CC and BCC fields, and allows you to enter text in the Subject and Message fields. When the Subject or Message field has text entered, the Send email button at the bottom is activated.

You can use this when you have an urgent need to communicate immediately with all users in your unit or on your campus (for example, when there is a widespread outage in the system, and the timeframe for a fix impacts users' ability to work). OCSS encourages you to use this email functionality for urgent matters and updates, especially when departments are not in the same physical location.

Create an AdRx group

AdRx groups are an important part of the organization of users within the platform. Members of a group share the same SAS team calendar, can manage campaigns together, and will have the group name listed in the SAS search. Therefore, it is important to be thoughtful about what groups already exist and what impact adding a new group would have on AdRx and SAS functionality.

If a new AdRx group is needed:

  1. Click Create New, and then select AdRx Group.
  2. On the Add New Group screen, provide the required group details:
    • Campus
    • Group Name
    • Status (select Active to create a group)

    Also, although the Notes field is optional, you should leave a brief explanation about why you created this group (for example, "New office - requested by director"), and add your initials and date.

  3. Click Save.

Create an AdRx location

When creating a new AdRx location, use considerations similar to those you applied when creating a new AdRx group. The location is highly visible to students making appointments through SAS, from selecting the day and time, to information contained in the confirmation and reminder emails.

Before adding a new AdRx location, check to make sure the location doesn't already exist for your campus. Click AdRx Locations and carefully inspect the list of locations; make sure to look for abbreviated names or nicknames for the location you plan to add.

If a new AdRx location is needed:

  1. Click Create New, and then select AdRx Location. Alternatively, on the AdRx Location Management screen, in the top right, click Create new location.
  2. On the Add New Location screen, provide the required location details:
    • Campus
    • Location Name
    • Status (select Active to create a location)

    Also, although the Notes field is optional, you should leave a brief explanation about why you created this location (for example, "New construction - includes several advising offices and admin space"), and add your initials and the date.

  3. Click Save.

Create an AdRx kiosk

To create a new AdRx kiosk:

  1. Click Create New, and then select AdRx Kiosk. Alternatively, on the AdRx Kiosk Management screen, in the top right, click Create new kiosk.
  2. On the Add New Kiosk screen, provide the required kiosk details:
    • Campus
    • Kiosk Name
    • Kiosk Type (select Office or Activity)
    • Status (select Active to create a kiosk)
  3. Use the Kiosk Assignees search field to find and select the AdRx users you need to assign. The text you enter will be compared to the names and usernames of all current AdRx users.
  4. Once you have selected all appropriate assignees, click Save.

Inactivate an AdRx group, location, or kiosk

To inactivate an AdRx group, location, or kiosk, set its status to Inactive.

This is document bhjj in the Knowledge Base.
Last modified on 2023-08-28 16:14:50.