System Administration Release Notes for January 28, 2025
Updated
Watermark Support
This release introduces:
A "Roles" import in System Administration, which will allow for user roles to be updated or removed in bulk.
An improved user interface across multiple areas (See "Key Interface Updates" below for a list of changes)
Introducing the Bulk Roles Import
We are excited to announce a major update with the release of the Roles import, a new feature in System Administration designed to streamline bulk updates and removals of user roles.
This feature will allow:
Update People Roles in Bulk: Modify existing roles for users across products in a single import.
Remove Roles in Bulk: Remove roles from users efficiently by setting their role to "None."
How the Roles Import Works
The Roles.csv file enables administrators to manage user roles in bulk. It
requires
three columns:
Person ID: The unique identifier for the user (from People.csv).
Product: The product associated with the role (e.g., PSS, SLL, IH).
Roles: The roles to assign, separated by a pipe delimiter (|) for multiple roles.
Sample Use Cases:
Update Roles: Change a user's roles, replacing their
existing
roles with the new ones specified.
Example: A user with "Administrator" and "Contributor"
roles
can be updated to have only "Contributor."
Remove Roles: Set a user's role to "None" to remove
all
roles for a specified product.
Frequently Asked Questions (FAQs)
Do I need to include all users in Roles.csv?
No, only include users whose roles you are updating.
Why does the export not include all users?
Exports only include users with roles.
How do I remove roles in bulk?
Set the role field to "None" for the user and product in Roles.csv.
How does this differ from People.csv imports?
Roles.csv includes three columns: Person ID, Product, and Roles.
For multiple roles in one product, use a pipe delimiter (e.g.,
`Contributor
What if a user has roles in multiple products?
Use one row per product-role combination. For example, a user
with roles in PSS and IH requires two rows.
Validation Errors & Resolutions
Validation Scenario
Error Message
Person ID is missing or invalid
“Person ID is required and must exist in the institution.”
Duplicate Person ID and Product
“Only one combination of Person ID and Product allowed. Check
for duplicate rows.”
Empty or invalid Product
“Product field is required. Valid values: PSS, SLL, IH.”
Invalid Role Value
“The role supplied is not supported. Refer to System Admin CSV
Import Guidelines for accepted roles.”
Multiple Roles Incorrectly Formatted
“Roles must be separated by a pipe delimiter (‘
Roles Conflict for SLL
“This product allows only one role. Valid roles: SLL_Administrator,
SLL_Faculty, SLL_Student. To remove roles, supply ‘None’ without
additional roles.”
Invalid Role-Product Combination
“The product role supplied is not supported. Check System Administration
documentation.”
Pro Tips for Using Roles.csv
First Export People.csv: Use the People.csv export to find Person IDs for users you want to update.
Use Required Formatting:
Multiple roles must use the pipe (|) delimiter.
For a product allowing only one role, ensure only one valid role is listed.
Review Validation Errors: Errors provide row-specific feedback to help you correct issues quickly.
We are thrilled to announce a significant update to the System Administration interface, bringing a sleek design, improved workflows, and advanced functionality. These enhancements aim to streamline the management of courses, sections, cohorts, and enrollments while making navigation intuitive and efficient.
Key Interface Updates
Features
Update
New Page: Courses & Sections
Previously called "Courses," this revamped page now combines
course and section management into a single, streamlined interface.
Key features include separate tabs for managing
Courses and Sections, offering
advanced tools for enrollments and organization.
The standalone Enrollments page has been removed.
Course section enrollments are now accessible under the
Courses & Sections page, while cohort enrollments
are managed under the new Cohorts page.
New Page: Cohorts
A brand-new Cohorts page has been added to the
left-hand navigation, providing centralized tools for managing cohort enrollments.
Person ID is the Primary data on People Page
Person ID is now displayed in the main listing table. Acts as
a clickable link, opening the new View Person Details Page, where
users can view and edit person information.
Streamlined Navigation
Logical grouping of features under
Courses & Sections and Cohorts
improves usability.
CSV Import/Export
Flexible bulk data management across courses, sections, and cohorts.
Advanced Search Options
Improved filtering and search tools for faster and more accurate
results.
Detailed Pages
Access drill-down views with actionable management options for
courses, sections, and cohorts.
Above shows the user on the new “Courses & Sections” page and toggled
to the Courses tab, showing all Courses in the institution. This is also
where users will manage their course section enrollments. The “Cohorts”
page is new and is where one manages cohort enrollments as well. The
“People” page is highlighted as it has some minor navigational changes.
People Page Enhancements
Key Feature Updates
Description
Person ID as Primary Identifier
Person ID is now displayed in the main
listing table.
Acts as a clickable link, opening the new
View Person Details Page, where users
can view and edit person information.
Emphasis: Person ID has recently been
updated as the primary unique identifier
for a person, replacing email.
Advanced Organization Filtering
A newly enhanced advanced search and select
component for filtering by Organization.
As you type an organization name or code, results auto-update
and refine for better precision.
Roles.csv Import/Export
A new Roles.csv option is available in the data export/import
dropdown menu.
For more details on this feature, see this article.
Above highlights some of the changes to the People page. First, we have a new column - Person ID - where one can drill down into a Person Details Page by clicking on the Person ID. Also highlighted the new advanced search and select component when looking at Organizations on the People page.
Courses & Sections Overview
The Courses & Sections page now includes two tabs:
Courses
Sections
Courses Tab Features
Description
Import/Export Data
Import/export courses, sections, and enrollments via CSV files.
Add New Entries
Manually create new courses or sections directly from this page.
Search & Filtering
Advanced search by course name, organization, or course code.
Course Details Navigation
Click a course name to open the Course Details Page
for additional management options.
Above shows the user on the new “Courses & Sections” page and toggled to the Courses tab, showing all Courses in the institution. Clicking on the Course name will bring the user into the “Course Details” page. Also on this page one can add and update courses, sections and enrollments either manually or by csv. An advanced search/select component when filtering by an Organization is also highlighted.
Sections Tab Features
Description
Import/Export Data
Import/export sections and enrollments via CSV files.
Add New Sections
Manually create new sections directly from this page.
Search & Filtering
Search and filter sections by section number, ID, term, instructor,
course name, or organization.
Section Details Navigation
Click a section name to open the
Section Details Page
for specific management.
Above shows the user on the new “Courses & Sections” page and toggled to the Sections tab, showing all Sections in the institution. Clicking on the Section Number will bring the user into the “Section Details” page. Listing of all Instructors in a particular section are also shown. Also on this page one can add and update courses, sections and enrollments either manually or by csv. An advanced search/select component when filtering by an Organization and/or Terms are highlighted.
Course Details Tab Features
Description
View/Edit Course Data
Update course name, code, parent organization, and count
of associated
sections.
Manage Sections
Import a sections.csv file or manually add/edit sections
directly
on this page.
Search & Filter
Search and filter sections by number, ID, term, or instructor.
Section Navigation
Drill down to the Section Details Page for specific section
details.
Above shows the Course Details page. Here all sections of a course will be listed. One can manually edit the course details on the page, as well as add a section via csv or manually. One can also search among all of the sections. To go to the “Section Details” page click on the Section Number highlighted above, where one can manage student and instructor enrollments for a particular section.
Import/export section enrollments via CSV or manually add/remove
students and instructors.
Search & Filter
Locate instructors or students by name, ID, or email with
advanced
filtering options.
Above highlights the Section Details page where one can view and edit section details, and view current instructor and student enrollments. To manage enrollments see the dropdown highlighted above to go to either the Manage Instructor or Student Enrollments pages.Above shows a user managing their institution’s student enrollments manually in System Administration. A search and filter is available and easily highlights selections prior to clicking save enrollments. The above view is the same experience when managing instructor enrollments and cohort enrollments.
Cohorts Management
Cohorts Page Overview and Features
Description
Import/Export Cohort Data
Manage cohort enrollments efficiently using CSV files.
Add New Cohorts
Manually create new cohorts directly from this page.
Search & Filtering
Search by cohort name, code, program, or term for targeted
management.
Cohort Details Navigation
Click a cohort name to access the
Cohort Details Page
for additional options.
Above shows the new Cohorts page. Access the Cohort Details page by clicking on the Cohort Name.
Cohort Details Page and Features
Description
View/Edit Cohort Details
Manage cohort name, code, affiliated program/organization,
entry
term, projected end term, student count, and status.
Cohort Status
Note: Cohort status (active/disabled) is informational and
does
not affect downstream product data.
Search & Filter Enrollments
Filter enrollments by name, ID, or email.
Manage Enrollments
Import/export cohort enrollments via CSV or manually add/remove
students.
Above shows the Cohort Details page where one can view and edit cohort details, and view current cohort enrollments. To manage enrollments see the highlighted box above to Manage (Cohort) Enrollments. ***Image previously shown above on Managing Section Enrollments highlights the search and select process to manually enter enrollments.
FAQs
Question
Answer
What can I delete and not delete in System Admin?
See this article for details. Deletion permissions depend on roles and data type.
How do I drop enrollments in bulk?
Use the relevant CSV import (Courses, Sections, or Cohorts) for enrollments.
Why can't I be both an instructor and a student?
This is not currently supported. Users must be assigned one role per enrollment.
Do SLL roles need to be set before enrolling?
Yes, ensure users have the SLL_Student or SLL_Faculty role before enrolling them in SLL. Update roles in the People page.
Does cohort status affect downstream data?
No, cohort status is informational and does not impact integrated downstream data.