Help & Support

• Team: Select your team (See Team Setup Guide.)
• Format: Portal
• Topic: Select the appropriate topic
• Tags: Add any tags that will aid users in finding the item during a search.
• Name: Follow the naming guideline established for your team. (Example: Human Resources Portal)
• Brief Description: Provide a brief description.
  • When users view the portal, this appears at the top of the item page with the title, unless a detailed description is entered in the documentation, then the detailed description is displayed.
  • The Brief Description also shows in expanded list views on the search page.
  • Basic markdown formatting is allowed (bold, italics, hyperlinks).
• If the Item is in test, check the box next to "Flag as test item"
• Click Create Data Item button
  • NOTE: This creates a data item that will remain private until you change the security rules.

• From the Settings menu, select Documentation
• OPTIONAL: Enter a detailed description
  • If you enter a description here, it will OVERRIDE the brief description.
  • What type of data does the portal contain? Who is the audience?
  • The description can be formatted, if desired, using "Markdown" (Click HERE for a markdown utility.)
• Click the Save Documentation button
• Add Documentation Links
  • Add a link to a Data Dictionary if available
  • Add a "mailto" link
  • Add a Terms of Service link
  • Add links to any other documentation related to the Portal content

NOTE: You cannot change the order of documentation. Links will appear in alphabetical order.

• From the Settings menu, select FAQ Questions
• Enter as many question / answer pairings as you desire.
  • The description can be formatted, if desired, using "Markdown" (Click HERE for a markdown utility.)
• To edit an existing question, click the question.
• To delete a question, click the red circle next to the question on the far, right side of the page.
  • Talk about what questions the item is trying to answer and discuss any assumptions that were made in presenting the data.
• Drag the questions up/down to change the order in which they appear.

• From the Settings menu, select Announcements
• Enter as many announcements as you desire.
  • Choose the type of announcement (info, success, warning, error). This controls the color of the announcement on the Portal page.
  • The text of the announcement can be formatted, if desired, using "Markdown" (Click HERE for a markdown utility.)
• Enter From and To dates to control the dates on which the announcement will appear.
• To edit an existing announcement, click the announcement.
• To delete an announcement, click the red circle next to the announcement on the far, right side of the page.

• From the Settings menu, select Add Collection
• Start typing the name of the collection, then select from the list that appears.
  • You will only see collections that are owned by the same team as the portal.
• Under List View, you can determine how the items in the list will be displayed... choose List (with description) or Compact (no description)
• Choose the number of items from the collection that should appear on the portal. (To see all items, enter a number greater than the number of items in the collection.)
• Order the collections by dragging them up or down in the order.
• To delete a collection from the portal, click the red circle next to the collection on the far, right side of the page.

To configure a Portal's security rules, select Security from the Settings menu. There are four ways to configure security for a portal.

1. This data is private - data is available only to the publisher and team administrators. Other team members who are not administrators cannot see the data item.
2. This data is available to team members - data is available only to the team members of the team in which the data item is published.
3. This data is available to team members and campus users according to the rules below - this is by far the most common (and most flexible) security setting. Publishers can configure a data item to be secured to a wide range of combinations of AD Groups, Team Groups (AD Groups administered by a Campus Data Team), Campus Data Team Members, MAUI Roles, etc.
4. Be sure to select OR if you want anyone who is in any one role to have access. If you select AND, the person must satisfy ALL of the specified rules.
5. The "Estimated number of people who can access this data" counter in the blue box provides an estimate of the number of people with access.
6. This data is available to all of campus (anyone who can log in) - just like it sounds, as long as you've logged into the UIowa network, you can see the data item.

More Options

• Discoverable - this check box controls whether or not someone who does NOT meet the security outlined in the section above can find the portal in their search results.
• FERPA Training Required - if this check box is checked, during the automated access approval workflow, a user's FERPA training status will be validated prior to allowing them to submit an access request. (More About FERPA.) Campus Data will also check FERPA when a user attempts to view an item.

SKIP this step unless you've selected option 3 above.

By default, access requests are handled internally by Campus Data. The request system is used to record the request and all related communication. Team administrators manually grant access to the item through existing processes once all requirements are satisfied.

Enabling Access Approval allows publishers to automate approvals for data items secured by team groups. Access requests are initiated within Campus Data, but can thereafter be handled via Universal Workflow.

NOTE: If the item is not discoverable, users will only reach the request form if they are sent the link by someone via invite or email.

• From the Settings menu, select Access Approval
• Checking the box next to Enable Access Request Workflow directs the request access process through the Campus Data interface with Universal Workflow.
  • Select "Require approval by the requester's supervisor" to require approval by the requester's supervisor.
  • Select "Require approval by the requester's skip level supervisor" to require approval by the requester's supervisor's supervisor.
  • Select "Require approval by an institutional actor" to require approval by someone in an institutional role (such as a business officer).
  • Select the check box for Require approval from the data team's administrator / support roles.
• Select the check box for "Allow Campus Data to automatically process approved access requests" if - after all approvals noted above - you want Campus Data to automatically add the user to the selected team group.
  • From the drop down, select the same team group you configured on the Security page.
• Click the Save Configuration button