The Admin Console is Terra Dotta's administrative experience. Throughout the Admin Console, the tenet of “less is more” is manifested in diverse, multi-page tools that have been simplified into a single-page format with reduced steps and know-how needed to complete routine tasks. Features have been deliberately placed to best support these common administrative actions.
The Admin Console affords admin users the opportunity to redefine their day-to-day approach to accomplishing tasks and managing responsibilities in Terra Dotta. Get started by taking advantage of advanced search filters in Application Finder or building workflows with notifications to program contact roles in Application Triggers.
Perhaps the most expansive possibility for transforming your Terra Dotta experience is with the use of the sophisticated tool set located in the "Configuration" section of the Admin Console. The Admin Console presents the ability to separate the action of creating process elements (Content Management) from the deployment of these process elements (Deployment Rules) with rules-based application cycles (App Cycle Management). In turn, the admin user is given more granular control of configuring what process elements are deployed to program applications and when. Looking for a way to deploy a process element across multiple program types? Then continue exploring the the possibilities that await in the Admin Console.
This article discusses the following topics related to the Admin Console:
- Important Considerations
- Access & Permissions
- Understanding the Admin Console
- Admin Console Menus
- Applications
- Programs
- Configurations
- Settings
- The Navigation Menu
- Frequently Asked Questions
Important Considerations
Before you get started using the Admin Console, note the following:
- It is highly recommended that you use the Admin Console. As an admin, you are able to access classic administrative functionality. However, there is functionality, such as Reviewers Management, Application Triggers, and Deployment Rules, that requires the use of specific features of the Admin Console.
- Though the Applicant Experience does not need to be enabled to access the Admin Console, there are Console features that do require the use of the Applicant Experience. These features include conditional question items, Deployment Rules, Course Approvals, and the upgraded Progress Audit. Admins are encouraged to review these important considerations with their functional office before enabling the Applicant Experience.
- Though classic menu items, such as "Profiles", are not currently integrated into the Console, they can be accessed from the Admin Console by using the Navigation Menu. From the main search bar, select the "Navigation" icon. Then enter your desired menu or menu item, such as "Profiles". Select your desired result, and the system will navigate you directly to that menu.
Access and Permissions
Any Terra Dotta Study Abroad admin user is able to access the Admin Console by making it their default landing page or using the "Site Home" menu.
Make the Admin Console Your Default Landing Page
1) Log into your Terra Dotta site. You will land on the "Admin Home" page by default.
2) Click on "Admin Settings".
3) From the "Administrative Settings" panel, locate the option of "My landing page on login". Select the option of "Admin Console" from the drop-down menu.
4) Click "Update" to preserve your changes.
Each time you log into your Terra Dotta site going forward, you will land on the Admin Console by default.
Select the Admin Console from "Site Home"
1) Log into your Terra Dotta site.
2) Click the "Site Home" icon located in the top left corner of the page. Select the "Admin Console" from the menu that appears.
To access "Site Home" from within the Admin Console, click on the hamburger menu icon
The Admin Console's specific feature permissions are noted in the "Access and Permissions" section of each respective Knowledgebase (KB) article.
Data Access Objects
For clients who have been using data access objects (DAOs) to filter access to site information, please note below how these restrictions may or may not be honored in the Admin Console. The respective feature permissions should be used to restrict access to the feature itself and/or the ability to make edits to that feature.
Access restricted to a specific programs:
- Not honored in Program Finder. You will still be able to view all programs. However, you won't be able to edit programs or view the "Create Program" or "Templates" links if you don't have the correct permissions (i.e. Program Wizard and Templates).
- Honored in Application Finder. You will only be able to view the program for which you have been given access. If you change the application from one program to another, then after you change to the new program, you will no longer be able to view the application.
- Not honored in Deployment Rules. You will still be able to configure rules and apply conditions for any program.
- Not honored in Application Organization. You can still view requirements and assign global due dates.
- Not honored in Content Management. You can still view all content and make edits.
DAO assigned to a specific questionnaire:
- Not honored in Content Management.
- Honored in Application Admin Manager. You only see questionnaires in the "Requirements" tab that you have been given permission to access as the admin. You cannot view any other questionnaires.
DAO assigned for a specific applicant parameter:
- Honored in Application Admin Manager. For example, if the DAO is for the applicant parameter "GPA", then this is the only applicant parameter the admin would see in the applicant's profile.
In the Reviewer Console:
- Restriction and visibility options for programs, questionnaires, and applicant parameters are not honored. Offices should use the Reviewer Role viewable elements to determine the access that reviewers have to application elements.
Understanding the Admin Console
The Admin Console offers a sophisticated array of tool menus and dashboards from which an admin can quickly access information or perform an essential task.
Admin Console: Dashboards
Four dashboard widgets are organized on the Admin Console (from left to right) as follows to display commonly used queries:
- Applications Created in the Last Week
- Itineraries Starting in the Next Week
- Itineraries Ending in the Next Week
- Applications Completed in the Last Week
Clicking into a dashboard takes you directly into the Application Finder to view the results of that query.
Important Note:
- Applications in withdrawn status are excluded from the numbers displayed.
By default, these dashboard filters are refreshed once a day to display the numbers from the last 7 days. An admin does have the option to manually refresh a filter by clicking on the arrow "refresh" icon to get a real-time update.
An admin must have the following permissions to view these dashboards:
- Applicant Admin: Applicant Search (Simple)
- Applicant Admin: Applicant Search (Advanced)
If these permissions have not been granted to the admin, then they will not see these dashboards on their Admin Console.
Admin Console Menus
Four main menus organize the Admin Console's tools and features:
-
Applications
- Analytics
- Application Finder
- Reviewer Console
- Review Audit
-
Programs
- Create a New Program
- Program Contacts
- Program Finder
- Templates
-
Configuration
- App Cycle Management
- Application Organization
- Application Triggers
- Content Management
- Deployment Rules
-
Settings
- Global Settings
- Reviewer Roles
- Site Builder
- User Management
The Applications Menu
- A powerful reporting tool that helps you leverage existing data to demonstrate trends with visualizations and sharing options.
- Your complete listing of applications from which you can narrow search results with filters, perform batch actions, export page listings, and more.
- A comprehensive workspace from which administrators can manage all facets of an application.
- When a reviewer has a pending or submitted review, they are able to take action and make reference to these reviews from this dedicated console.
- An efficient way to look at reviews for groups of applications with the integrated reporting power of Analytics.
The Programs Menu
- Direct access to the Program Wizard.
- A centralized location from which to oversee your site's program contacts.
- Facilitate a dynamic program search from one interface.
- Build your basic program structure - and save it for use for new future programs.
The Configurations Menu
- Oversee the configuration of app cycles and activate the use of rules-based deployment for these app cycles.
- Access a layout tool to re-order requirements for rules-based app cycles and set due dates.
- The use of easy-to-build workflows which automate processes and save offices time.
- Create content in the form of process elements. Look here for Reviewer Forms for use with Reviewers Management.
- Manage the deployment of process elements to program applications.
The Settings Menu
A menu card for "Settings" appears in the Admin Console to provide admin users with more direct access to configurations and options from their administrative workspace.
Global Settings
Access the following features and manage configurations from the Global Settings interface (using the permissions for each as noted below):
- Applicant Address Types
- System Settings: Applicant Addresses (View) (Add/Edit) (Delete)
- Applicant Parameters
- System Settings: Applicant Parameters (View) (Add/Edit) (Delete)
- Locations
- System Settings: Locations (View) (Add/Edit) (Delete)
- Lookup Tables
- System Settings: Lookup Tables
- Partner Institutions
- System Settings: Partner Institutions (View) (Add/Edit) (Delete)
- Program Groups
- Program Admin: Program Groups Management
- Program Parameters
- System Settings: Program Parameters (View) (Add/Edit) (Delete)
- Program Types
- Program Admin: Program Types (View) (Add) (Edit)
- Recommendation Types
- System Settings: Recommendation Types (View) (Add/Edit) (Delete)
- Statuses
- System Settings: Statuses
- Tags
- System Settings: Tags (View) (Add/Edit) (Delete)
- Terms
- System Settings: Terms (View) (Add/Edit) (Delete)
Important Considerations:
Admins have more direct access to key features from within the Admin Console with the use of the Global Settings interface. Before getting started with using the features in Global Settings, make note of these important considerations:
- Any parameter glossary text configured for applicant and program parameters is for internal admin use at this time. This text does not appear to applicants.
- Process element tags are not currently supported in the Applicant Experience. Admins are given the option to delete them in the Global Settings > Tags menu.
- Locations created in Global Settings support the manual entry of latitude and longitude. The best practice is to create locations in Program Wizard.
- It is not possible to use the Terra Dotta Community Library (TDCL) with lookup tables at this time.
- The Global Settings link appears in the Settings menu when an admin has at least one applicable permission for a feature in the Global Settings menu. For example, if an admin only had the System Settings: Program Parameter (View) permission, then they would only be able to see the Program Parameters card in the Global Settings menu.
- Define the specific personas involved in a review workflow as part of the Reviewers Management system.
- An easy and efficient way to build, preview, and publish public site pages. Use an existing template to input your desired text and images, or choose to drag and drop components to customize your page layout.
- A centralized interface from which you can configure a site's user groups, the members of these groups, and the permissions associated with these groups.
The Navigation Menu
Within the Admin Console, the Navigation Menu offers a structured home base from which an admin can easily access site features. See The Navigation Menu for Terra Dotta Study Abroad article for details.
1. How can I access classic menu items, such as Settings > System Features, from the Admin Console?
Using the Navigation Menu, set your quick search menu bar to "Navigation". Then type in the menu item that you'd like to access, such as "Department Management". Select the desired navigation path, and the system will route you to that classic menu.