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Requesting Access to CRM and CRM Roles

Requesting Access to CRM and CRM Roles

All user access for CRM is requested and approved through the Security Request System (SRS).

When searching for roles to add to the role request, you will select the CRM from the system dropdown.

Graduate Application Review Portal (GARP)

There are three roles for each academic program:

  • Program Coordinator - This role should be requested ONLY for the program coordinator, and will update the assigned program coordinator for the program.

  • Faculty Review Committee - This role is for faculty review committee members, and grants access to view application materials, and complete application reviews .

  • GARP - This role can be used to give access for additional departmental staff (Dept Heads, secretaries, faculty) to GARP.  They will receive the same access as the program coordinator.

 

These requests are first approved by the Academic Department Head, and then Graduate College before access is granted.

 

The example below shows the roles for the Speech Language Pathology program:

NOTE:  For departments with multiple graduate programs, access will need to be granted to each individual program.

College and Academic Department Student Recruiting Access

Recruiting partners across campus can request access to view prospects and applicants in CRM. These users will be have access to view email communications with the prospective student, as well as allow them to add notes from meetings, capture email communications with the prospective student and share information between the Office of Admissions and others with access across campus.

This access is requested with a combination of roles in SRS.

  • Recruiting Partner - This role should is required to view Contacts and Opportunities as well as access to the Recruiting Dashboard.

In addition, roles for the College or Academic Departments that the recruiting partner will need to access should be requested.

  • College Roles - These roles will allow the user to view prospects for all of the departments in the college. Typical users: Deans, Associate Deans, College Recruiters

  • Academic Department Roles - These roles will allow the user to view prospects for all of the academic programs within a department. Typical users: Department Heads, Faculty who meet with prospective students, Departmental Recruiters

 

The "Recruiting Partner" role requests are first approved by the Academic Department Head, and then Office of Admissions before access is granted.

The College roles are approved by the Department head and the Dean's office.

The Department roles are approved by the Department head.

 

The example below would allow access for a recruiter in the College of Business Administration to view all prospects and applicants.

 

This example would allow access for a recruiter in the Department of Technology to view all prospects and applicants.

 

NOTE: An individual can gain access to multiple colleges and/or academic departments with multiple roles.

Campus Marketing & Communication Managers   (Marketing Cloud)

Campus Marketing Managers can request access to Marketing Cloud through SRS. The Marketing Cloud tool will allow access to a variety of marketing tools to develop and send mass communications.

Some access is currently available to be requested, and additional access will be made available in the future.

These roles are approved by University Relations, and will require additional training.

These roles can be found in the SRS:

The current available roles with trailhead documentations:

      

  1. Marketing Cloud College Marketer - This role allows the college marketer to receive appropriate access 

  2. Marketing Cloud Content Creator - This role allows the user to view and create content (email, images, graphics, text, etc.).

Content Builder Basics
Create Compelling Content with Content Builder | Salesforce Trailhead
Content Builder Features   
Mobile Content Creation   
Create Dynamic Content & Enhanced Dynamic Content   
Guide to Building Professional Emails   
Create Email Content Blocks   
Create Engaging Email Content   
Create and Reuse Marketing Content   
Organize Assets for Content Strategy  
Marketing Content Creation
Content Builder Features     

  • Marketing Cloud Journey Builder - This role allows the user to view, create and validate test journeys using data extensions.

Journey Builder Basics  
Journey Builder Campaigns  
Manage Campaigns with Journey Builder | Salesforce Trailhead  
Journey Campaign Analytics and Optimization  

Event Managers

Event Managers can request access to Events through SRS. The Events module in ConnectUNI provides the ability to create and administer Events and Event Attendees.

There are three roles for each Event type:

  • Events Admin - This role should be requested for the user who will be creating and maintaining all aspects of events and attendees to those events.

  • Events Maintenance - This role allows the user to create and maintain events and attendees. Read only access is provide to the remaining event components.

  • Events Viewer - This role allows read only access to events and attendees.

Additional training is required for access to these roles.

 

These roles can be found in SRS. Select 'Admin' from the drop down list in the upper right corner, then select CRM for the System.

 

 

Reports are available for each Event type. For access to Reports, request SRS role: CRM Dashboard and Report Viewer.

Social Media Managers (Social Studio)

Campus Social Media Managers can request access to Social Studio through SRS. Social Studio is a one-stop solution to manage, schedule, create, and monitor posts. A single interface offers a fully customizable team-based collaboration platform that analyzes channel and content performance. Analyze current trends and recommend new content ideas.

These roles are approved by University Relations, and will require additional training.

 

These roles can be found in the SRS:

The current available roles with trailhead documentations:

  • Social Studio: Basic User Contributor - View only user who can publish to all and engage with all.

  • Social Studio: Basic User Limited Member - View only user who can not publish to all and can not engage with all.

  • Social Studio: Full User Contributor - Workspace admin user who can publish to all and engage with all.

  • Social Studio: Full User Limited Member - Workspace admin user who can not publish to all and can not engage with all.

Requesting access to download data from ConnectUNI

The connectUNI Data Handling Agreement is required to be reviewed and signed before requesting access for the data export and email to list roles.  

Once the document above has been completed and a copy sent to the identified email address, you may request the role as shown below:

 

 

  1. Specify CRM system

  2. Enter search term of export

  3. Select Admin role type from drop down since this is an advanced role not intended to be used widely.

  4. Click Search button

  5. Select Export Reports in drop down

  6. Click Add Role to Request

  7. Add a justification to explain why you need to extract data from the ConnectUNI system.

  8. Press the submit button.

As soon as all approvals are completed, and your signed form is in hand, your rights will be granted in the ConnectUNI system.  typically this is 1 - 3 days.

If you have any questions on using SRS, completing the data handling agreement or anything else on this page, please contact the IT Service Desk at x3-5555 or servicedesk@uni.edu.