Articles in this section

ISSS Classic: Staff-Initiated Single Record in Terra Dotta ISSS Follow

Your students may initiate a request online. The office can create a button or link that can be placed on a Terra Dotta page, an external webpage, or even in an email, a student can click to be redirected to Terra Dotta to create a specific request.

Alternatively, staff may initiate a request for a student or scholar by completing the following steps:

 

 

STEP 1: Search for or Create User

  • Navigate to Record > New Record.
  • Search for a specific user.
  • Users may be integrated (they have institutional credentials and their Terra Dotta data is linked to the Student Information System or SIS) or non-integrated (they log in to Terra Dotta with an email address, and their data in Terra Dotta is NOT linked to the SIS). 
Record.JPG
  • Keywords (Integrated and Non-Integrated users): Search for users by entering in a first name and/or last name and/or email address.
  • Login ID (Integrated): Enter the unique identifier (UUUID) of the user for which you wish to add a record.  
  • Email (Non-Integrated): Enter the email address of the user for which you wish to add a record.
  • NOTE: Depending on how your site is configured, you may have to select whether or not the user is internal (affiliated with your institution) or external (not affiliated with your institution). For an internal user, select [Institutional Abbreviation] User. For an external user, select  Non-[Institutional Abbreviation] User.

What is Non-Processed? 

For a non-processed record, all the automated notification and reminder emails are logged in Terra Dotta but are not sent to the user, and the user is not given access to the record. These records are useful when it is necessary to maintain a record on file, but your office does not need the user to log into the site to complete or view the record. 

 

 

STEP 2: Create or Confirm User 

  • If you enter an email address that is not associated with an existing Terra Dotta Profile, you will be prompted to complete the New User Form (First Name, Last Name, Email, Date of Birth, Gender).
    • This will create a Profile for the user in Terra Dotta.
  • If you the user already has a Terra Dotta Profile and you see the below screen, return to Record > New Record, and enter the user's email address again to ensure the address was entered correctly.

New User.JPG

Note: Choose Institution and Choose Partner Institution is not required for ISSS clients. If these fields display, leave them blank.

  • When you complete the New User Form and click Create New, an email message with temporary login credentials will be sent to the email address provided, with instructions to log in within 24 hours to create a permanent password. 
  • If the email address entered under Create Record for New User is already linked to a Terra Dotta Profile, you must confirm that you are creating a record for the correct user on the next screen.
  • If the user is correct, click Yes.
  • Clicking No will return you to the previous page. 

User.JPG

 

 

STEP 3: Select the Program Record to Create for the User

  • Choose the program with the record (including term and year) that you want to create for the user from the dropdown menu.
  • Click Create.
NOTE: If you do not see the program you're looking for (Example: Curricular Practical Training) for a specific term and year (Example:  Fall 2018), you may need to activate an App Cycle under Process > App Cycle. 
 
Program.JPG
(NOTE: TD does not recommend that ISSS clients use the Create Advising Application for Student function. To disable this feature, go to Settings > System Features > Process Options > and unclick the box next to Advising applications.)
 

 

STEP 4: Review the Record

  • After choosing a program for the user and clicking Create, you will be redirected to the user's record overview page.
  • You can then navigate the record to complete it or visit it later to review the user's progress.
Overview.JPG