Limited Profile View and Full Profile View Settings

Updated November 15, 2024 18:56

Watermark Support

Limited Profile View

The "Limited Profile View" allows staff users that did not have permission to "Search outside of their caseload" the ability to use the Global Search (in the top right) and view limited information on students that are outside of their caseload.

The limited profile view is assigned through Role Administration Permissions found here.
A logged-in staff user will see a “Limited Profile View” on student records if the conditions to show the full profile view are not met.
The Limited Profile View - Profile Tabs and Limited Profile View - Profile Details determine what is displayed on student records in the limited profile view.
A user will see a "Limited Profile View" on student records when their user role(s) has permissions enabled on the Limited Profile View - Student Profile Tabs/Details, and one of the following is true:

1. The logged-in user role has permission enabled for "Can See Full Profile For My Caseload" and does not have permission for "Can See Full Profile For All Students".
  - In this situation, the user will see a full profile view on students that are "on caseload", and a limited profile view on all students that are "off caseload".
2. The logged-in user role does not have permissions for "Can See Full Profile For All Students" or "Can See Full Profile For My Caseload".
  - In this situation, the user will see a limited profile view on ALL student records.

The limited profile view does not change anything for Staff users who are permitted to "Search Outside of their Caseload".
The purpose of the Limited Profile View is to allow staff users a separate view of student information depending on which students are included in their "caseload".
Within the limited profile view, staff users can find students, view limited data, and take actions on students that are outside of their caseload.
By default, without setting any "limited profile view" profile tab/details permissions, the limited profile view only displays the student name, degree, photo, and Message/Follow/Note/Alert action items.
In order to view student information in the limited profile view, permissions must be defined in the logged-in user role(s) Limited Profile View - Profile Tabs and Profile (Tab) Details.
On actions allowed in a limited profile view, the resulting data is restricted by the user role.

Full Profile View

The full profile view is assigned through Role Administration Permissions found here. The Full Profile View - Profile Tabs and Full Profile View - Profile Details determine what is displayed on student records in the full profile view. A user will see a “Full Profile View” on student records when their user role(s) has permissions enabled on the Full Profile View - Student Profile Tabs/Details, and one of the following is true:

The logged-in user has permission enabled for "Can See Full Profile For All Students".
The logged-in user has permission enabled for "Can See Full Profile For My Caseload", and the student is “on caseload”.

Definitions

On Caseload

A student record is considered to be “on caseload” if the logged-in user has a relationship with the student and the student is included in Caseload User Settings. This includes an advisor, coach, or follower relationship.

Click here to review how subscription relationships are created in SS&E.
To search all existing relationships in your SS&E application, click here.
To view subscription labels in your SS&E application, click here.
User Settings define which students are "On Caseload".
In some areas of SS&E, the term "Caseload" has an option to include/exclude followers.
- - For example, click here to review how "caseload" relates to messaging.
When unfollowing a student "on caseload", the student will be removed from caseload and moved to "off caseload". "Unfollow" will remove the student's advisor, coach, or follower, depending on the subscription type. Once "unfollowed", SS&E will remove the logged-in staff user from displaying on the Student Profile.

Off Caseload

A person is considered to be “off caseload” if the logged-in staff user does not have any relationship, e.g. subscription, with the student.

Role Administration Configuration

Profile View Permissions

There are two Profile View Configuration permission settings that determine what information (person type profile record tabs/details) a logged-in staff user is able to view on student (or any person type) records included/not included in their person type caseload based on their assigned security role(s).

Can See Full Profile For All Students
Can See Full Profile For My Caseload

If users do not have either permission assigned via Role Administration on any of their assigned security roles, then the logged-in user will only be allowed to see a limited profile view on person records that are included in their own Caseload ("on-caseload").

To configure which tabs/items display on caseload records when both Profile View Configuration settings are left unchecked on all of the user assigned roles, you must set Limited Profile View Tabs/Details permissions in Role Administration on at least one of the user's assigned roles.

Can See Full Profile For All Students

Granting this permission via Role Administration will allow the logged-in staff user to:

View a "Full Profile View" on all student records.
Create "Everyone" student filters that include students who are "outside of their caseload".
Create and view the Activity Feed using filters with a scope of “Everyone” or “Caseload”.

NOTE:

If "Can See Full Profile View For All Students" is removed from a role, previously created student filters with a scope of "Everyone" are hidden and no longer display on the staff users' Student page.
If "Can See Full Profile View For All Students" is left unchecked, staff users will not be able to choose the "Everyone" scope when creating a new student filter, and will only have access to the "Caseload" filter scope.

Can See Full Profile For My Caseload

Granting this permission via Role Administration will allow the logged-in staff user to:

View a "Full Profile View" for students that are "on caseload".
A "Limited Profile View" for all other students that are "off caseload".
View the Activity Feed using a filter with a scope of “Caseload”.

Global Search Limited View Setting "enableAllStudentsInSearchBar"

There is a third option that allows all users that do not have access to either "Can See Full Profile For All Students" or "Can See Full Profile For My Caseload" to access a limited view of all students through the SS&E primary navigation bar global search.

If users are not assigned either Profile View Configuration setting and the "enableAllStudentsInSearchBar" setting is set to False (the default setting), then the logged-in user will only be allowed to see a limited profile view of records that are included in each of their person type caseloads, eg. "on caseload".

NOTE: This functionality is set in the database at the institution level. If you wish to allow this, please open a support ticket requesting to enable "enableAllStudentsInSearchBar". Once enabled, you will also need to set the Limited Profile View Tabs/Details permissions on all roles where this is applicable (eg. where both Profile View Configuration settings are left un-checked).

Student Profile Permissions

The following permission settings determine which student tabs and student profile (tab) details display for the logged-in staff user based on the Full Profile View or Limited Profile View permissions.

Student Tabs and Student Profile details that are not enabled in the Full Profile View/Limited Profile View do not display on the UI.
In order for Student Profile (Tab) Details to display in the Full Profile View/Limited Profile View, the corresponding Student Tab must be enabled so that the student details will display.
Action items Share Resource and Excused Absence are included in the full profile view and are not available on limited profile views.
- - The Message, Note, Follow, and Alert action items displayed on all student records depend on other role permissions.
  - If staff user permissions are set to the limited profile view, you should strongly consider removing or not applying the "Can follow Students" permission to their user role(s). The reason for this is that by allowing access to "Follow" students that are "off caseload"/found through global search/included in the limited profile view, staff users can follow any student and add the student to their caseload which results in viewing the student's full profile view.

Prerequisites:

Viewing the Tasks Tab requires that the staff user also has permission to "Can Access Tasks". Both permissions must be enabled in order to access the Tasks tab.
Viewing the Surveys Tab requires that the staff user also has permission to "Can Access Surveys". Both permissions must be enabled in order to access the Surveys tab.

Student Profile Tabs - Full Profile View

The following permissions control which tabs are visible on student records in the "Full Profile View".

Following is an example of a Student Profile Tabs - Full Profile View configuration/UI display:

Student Profile Tabs - Limited Profile View

The following permissions control which tabs are visible on student records in the "Limited Profile View".

Following is an example of a Student Profile Tabs - Limited Profile View configuration/UI display:

Student Profile Details - Full Profile View

The following permissions control which details are visible on the Student Profile tab in the "Full Profile View".

Note: The Student Profile Details - Full Profile View permission currently allows student and staff to see their own person details.

Following is an example of a Student Profile Details - Full Profile View configuration/UI display:

Student Profile Details - Limited Profile View

The following permissions control which details are visible on the Student Profile tab in the "Limited Profile View".

Following is an example of a Student Profile Details - Limited Profile View configuration/UI display: