Managing Linked Records

Access to this product feature is dependent on your institution's Watermark agreement
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Overview

In some instances, users on your campus may collaborate on the same scholarly activity. When this occurs, the user who first creates the record for the scholarly activity can use the Record Linking feature to link other faculty members as collaborators and designate themselves as the record owner. The record will then appear in the activities of linked collaborators with a locked icon, indicating that it is a linked record.

By default, the Record Linking feature enforces ownership controls to maintain data integrity. Linked collaborators cannot edit or delete the record, and only the record owner can make changes.

Depending on how the activity screen is configured, collaborators who are not the record owner may also have the ability to edit or remove themselves from the record. This allows users to manage which records appear in their activity list and maintain accurate reporting of their work. 

This capability is only available for activity screens configured with an Editable User Reference configured screen. Activity screen configuration, including whether this field is enabled, is managed by your institution’s Faculty Success administrator.

To learn more about Editable User Reference, see the User Reference article.

Managing Linked Records with the Manage Data Utility

If you have access to the Manage Data utility, you can perform the following actions:

1. Identifying the Record Owner of a Linked Record
2. Editing a Linked Record
3. Changing the Record Owner of a Linked Record

Each action is outlined in the sections below. To learn more about this utility, see Manage Data Utility. 

Identifying the Record Owner of a Linked Record

The record owner can be identified by utilizing the columns in the Summary Screen for an activity screen that displays the linked record. This method requires access to the Manage Data utility.

To learn more about summary screens, see the Summary Screens article.

Steps: 

1. In Faculty Success, navigate to the Manage Data utility.
2. In the Manage Data for Users box, enter the name of the user whose linked record you want to view. Select the user from the drop-down menu and click Continue.
3. After clicking Continue, a new tab will open with a grey banner under the navigation bar indicating that you are managing data for the selected user.
4. Navigate to the activity screen that contains the linked record you want to review.
5. On the activity screen, click Select Columns at the top of the summary screen.
6. A drawer will appear on the right-hand side. Select the checkbox next to Record Owner, then click Update to display the column.
7. Use horizontal scrolling, if needed, to locate the Record Owner column. This column displays the name of the record owner.
8. After identifying the record owner, you can remove the column by reopening Select Columns and deselecting Record Owner.
9. To stop managing data for the user, click the X in the grey banner and select Stop Managing Data. You will then be returned to your Faculty Success account.

Editing a Linked Record

A linked record can be edited when changes are needed, but linked collaborators cannot edit it directly. If the record owner is unavailable (for example, if they have left the institution), it may be more appropriate to change the record owner. For instructions, see Changing the Record Owner of a Linked Record.

Steps:

1. Identify the record owner using the steps in Identifying the Record Owner of a Linked Record.
2. Use the Manage Data utility to manage data for the record owner.
3. Navigate to the activity screen that contains the record.
4. Locate and open the record.
5. Make the necessary updates and click Save.

Note: If certain fields are locked and not editable, this may be due to field restrictions. In these cases, data can only be added or updated via CSV Data Import or the Web Services API. For more information, refer to the Data Access Settings, Descriptors and Restrictions article.

6. To stop managing data for the user, click the X in the grey banner and select Stop Managing Data. You will then be returned to your Faculty Success account.

Changing the Record Owner of a Linked Record

You may need to change the record owner if:

• The record owner has left the institution and ownership needs to be reassigned
• The record owner is unable to maintain or update the record

This process involves duplicating the linked record for a new owner and deleting the original record.

Important: Deleting a record permanently removes it and this action cannot be undone.

Steps

1. In Faculty Success, navigate to the Manage Data utility.
2. In the Manage Data for Users box, enter the name of User B (the new record owner). Select the user and click Continue.
3. After clicking Continue, a new tab will open indicating you are managing data for User B.
4. Navigate to the activity screen that contains the linked record.
5. Locate the record, select the checkbox next to it, and click Duplicate.
6. Open the duplicated record, make any necessary updates, and click Save. The duplicated record should appear unlocked in User B’s summary screen.
7. If a lock icon appears, confirm the duplication was completed correctly and repeat the process if needed.
8. Click the X in the grey banner and select Stop Managing Data to return to your account.
9. Navigate back to the Manage Data utility and select User A (the original record owner).
10. Navigate to the same activity screen.
11. Locate the original linked record, which should now appear unlocked.
12. Select the checkbox next to the record and click the red trash can icon to delete it permanently.
13. Click the X in the grey banner and select Stop Managing Data to return to your account.

Removing Yourself from a Linked Record

If you are a collaborator on a linked record and are not the record owner, you can remove yourself from the record to prevent it from appearing in your activity list.

This option is only available on activity screens configured with Editable User Reference. If you do not see the option to remove yourself, this typically indicates that the activity screen is not configured with Editable User Reference. Contact your Faculty Success administrator to confirm the configuration or to make modifications, if needed. 

Steps

1. Navigate to Activities or My Profile from the navigation bar, depending on your interface.
2. Open the activity screen that contains the linked record (for example, Publications).
3. Locate the record you want to update and open it.
   For additional guidance on locating records on the new interface, refer to Finding and Editing Existing Activities. 
4. Within the record, locate the Authors/Editors/Translators Dynamic Sub-Answer field.
5. Find your name in the list of collaborators.
6. Click the circle with three vertical dots next to your name to open an action menu. 
7. Select Remove from the menu.

After completing these steps, you will be removed as a collaborator, and the record will no longer appear in your activity list. An individual with access to the Manage Data utility can perform these actions on the user's behalf as well. 

Important Considerations: 

• This action may not be undone.
• To be added back to the record, the record owner must link you again.
• Alternatively, a new record can be created.