Manage Administrative Data for Users

The Manage Administrative Data for Users feature within the Manage Data utility offers Faculty Success Administrators a centralized place to manage Yearly Data (ADMIN) records for users within their scope of purview in bulk. This eliminates the need to update or create yearly data records on a user-by-user basis from the Manage Data for Users feature.

In this article, we'll explore how to take advantage of the Manage Administrative Data for Users feature within the Manage Data utility. As a reminder, the users available here are determined by your security role's scope and permissions. For more information on security roles and how to review them, refer to the Security Roles Overview.

As you read this article, keep in mind that this feature will copy forward yearly data records for users as they are in their most recent yearly data record. Therefore, if a user has undergone a change in their appointments (e.g., College, Department, Faculty/Staff rank, etc.), it is recommended to create new yearly data records for them individually via the Manage Data for Users feature or in bulk using the Export Data Report and CSV Data Import. These two methods would ensure that new yearly data records for users reflect their updated appointments.

Continue reading to learn how the Manage Administrative Data for Users feature can be utilized to manage yearly data records for users within your scope.

Prerequisites for Creating New Yearly Data Records

Before initiating the process of creating new Yearly Data records via the Manage Administrative Data for Users feature, review your institution's Faculty Success instance configuration. Ensure that the new year value is present in your Academic Year field within the Yearly Data activity screen, where we will be creating new records. Follow the instructions below:

1. Download the Configuration Report from the Home utility. 
2. Access the Configuration Report, navigate to the "Yearly Data" tab of the Excel file, and go to the column with the header "Code." Search for the value "AC_YEAR" and check the corresponding row. View the values by going to the "Options" column for the row. Verify if the value for the new Academic Year has been added. For instance, if you are creating records for the 2025-2026 academic year, this value should appear within this column for the corresponding row with the code "AC_YEAR." If the academic year value 2025-2026 does not exist, request its addition to your Faculty Success instance via a Screen-Revision Set Up. Use the following format for the request:

"Please add the academic year value '2025-2026' to the Academic Year field in the Yearly Data activity screen."

Once you have reviewed your configuration for the academic year values or the necessary values have been added, continue reading this article to get started in creating new yearly data records.

Getting Started 

Below are the steps on how to get started utilizing the feature: 

1. Navigate to the Manage Data utility from the Navigation Bar.
2. From the Manage Data utility's page, select the 'Continue' button within the 'Manage Administrative Data for Users' feature. You will then be taken to the 'Manage Yearly Data' page for the current academic year by default, and a list of the yearly data records for the current academic year will also appear by default.
   
   You will be able to select the academic year and/or user you would like to view from this page and create new yearly data records for by utilizing the "Select a Year to View" grey box at the top of the page. Select the desired academic year and click on the 'View' button to apply them. The academic year selected will determine the records you will be creating yearly data records for. For example, if you are looking to create 2024-2025 yearly data records, select to view the "2024-2025" academic year, and then you may copy forward the yearly data record of the user's most recent yearly data record from the results to create a yearly data record for them for the 2024-2025 academic year.
   
   
3. From 'Manage Yearly Data' page, you will be able to edit users' records individually or in bulk as detailed further below:
   • • Individually: Users' records may be edited or copied forward on a user-by-user basis. When the action 'Edit' is selected, you will be able to edit the user's record and save your changes by clicking on the "Save" button or cancel this action by clicking on the "Return (Cancel)" button. When clicking on 'Copy Forward', a copy of the user's yearly data record will then be made for the academic year you are viewing.
       
       
     • Bulk: Users' records will be able to be created in bulk by selecting the "Copy All Forward" button at the top of the page to perform this action. When this action is selected, yearly data records will be created for all users for the academic year you are viewing.

You may notice that a few of the users yearly data records are highlighted grey or red. To learn more about why these records are highlighted continue reading the next section. 

What causes certain Yearly Data records to be highlighted?

Records may be highlighted due to the following reason based on the color of the highlight: 

• Highlighted in red: The user does not have yearly data records for the selected academic year, and as such, their most recent existing record will display for the user instead, highlighted in red.
  
  When a user's record is highlighted in red, we are able to edit the user's record and copy it forward. However, when copying forward, a copy of the highlighted yearly data record will be created for each academic year the user does not have a yearly data record.
  
  
• Highlighted in grey: The user's account has been disabled, and their most recent yearly data record will appear highlighted in grey. Since the user's account is disabled, we are not able to edit nor copy forward their most recent yearly data record. To address this, the user's account may be re-enabled from the Users & Security tool.