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Admin Dashboard Overview

Table of Contents

Overview | Finding the Admin Dashboard | Settings | Product Settings
System Health Check | Public Event Settings | Public Catalog Settings
Logo & Styling | User Activity | Data Seeds – INTERNAL COURSEDOG TOOL
CSV Data Upload | Execute Merge | Merge Dashboard Merge Reports

Restore Past Data | Merge Notifications | Integration Health Check
Merge Settings | Integration Attribute Mappings | Integration Filters
Demand Analytics | Catalog URLs | Data Migrations | 
Related Links

Overview

Access to the Admin Dashboard is limited to Coursedog users with administrator permissions and the internal Coursedog team. The Admin Dashboard is primarily used for:

  • Adjusting general settings (including SSO and pushing global settings to "children")

  • Managing product settings

  • System and integration health checks

  • Public sites settings (i.e. public-facing sites for Events and Catalog)

  • Adding a university logo to your interface

  • Viewing user activity

  • CSV data uploads (only for institutions with a regular need)

  • Executing merges (Ad hoc)

  • Adjusting merge / integration settings

  • Reviewing merge reports for integration issues

  • Catalog URLs (only for institutions using Catalog) 

 

NOTE: A PDF version of this article is attached here, so you can download and/or print if you prefer.

 

Finding the Admin Dashboard

Simply log into Coursedog and click on the "Admin" option (circled below):  

 

Settings

The settings page is used to view/define the below high-level settings. Notable features of Settings are the ability to update SSO/Auth Settings, and, if a system school, set global settings that can be pushed to “children” instances (clicking this button will push globally defined settings to all child instances).

 

You can also: 

 

  • View read-only settings for school unique ID and display name.

  • Set if display name is shown in the Top Left of the Navigation Bar.

  • Change “Settings to Override” (the list of all globally defined settings).

 

NOTE FOR SYSTEM SCHOOLS

Institutions with Admins managing “children” should keep the below items in the “Settings to Override” (Global Settings): 

  1. Section Template

  2. Merge Settings

  3. Current Scheduling Term

  4. Integration Schedule (used to denote real-time integration cadence)

 

If you would like to override additional system-wide settings, you can select any of the following additional options from the drop-down: Roles, Future Actions, Terms, Date Exceptions, Conversion Dates, Current Term, Standard Meeting Patterns, Integration Attribute Mappings, Instructor Template, Scheduling Room Template, Event Room Template, Course Template (Curriculum), Program Template (Curriculum), Course Template (Catalog), Program Template (Catalog), Course Fields (Scheduling), Approval Workflows, Scheduling Request Settings, Rules, Filters, Notification Events, Event Types, Event Global Blackout Dates, Public Event Settings. 

 

When you click “Push Settings to Children”:

 

  • Any campus-specific configurations of the selected feature will be overwritten.

  • The system will show a pop-up at the bottom of the screen, indicating action was successful.

      

Please note that for the follow settings, no deletes will occur in the child, even if they are deleted in the parent:

  • Document Types
  • Page Templates
  • Event Forms
  • Curriculum Forms
  • Event Resources
  • Scheduling Phases


Product Settings

Overview | Default Dating Method | Enable Effective End Date Filters
Restrict Professors Behind Authentication | Restrict Scheduling Courses to Integrated Courses Only
Load Requests from Child Institutions (For Reports Only) | Tooltips, Flows, and Widgets
Fetch Requisites Using Latest Revision Even If Future Dated

Overview

There are cross-product settings in the Admin Panel that help dictate how different Coursedog products work.

Default Dating Method

This determines whether users will interact with Effective Dates or Terms in Curriculum Management dashboards (i.e. Courses and Program).

 

Enable Effective End Date Filters

This setting is behind a feature flag that hides or unhides the setting in the UI. Ultimately, enabling the effective end date filters will impact how two effective dating “lookups” operate in Curriculum Management and Catalog.

 

Catalog Examples / Use Cases

Feature Flag On, End Date Filter Set to “Yes”

If a school defines a catalog effectiveStart Fall 2020 and effectiveEnd Summer 2021 and a course ends Winter 2999 – and the effective end date filter is enabled – the course will NOT be pulled into the catalog. If a course starts Winter 2020, it will NOT be pulled into the catalog.

 

Feature Flag On, End Date Filter Set to “No”

If a school defines a catalog effectiveStart Fall 2020 and effectiveEnd Summer 2021 and a course ends Winter 2999 – and the effective end date filter is disabled – the course WILL be pulled into the catalog. If a course starts Winter 2020, it will NOT be pulled into the catalog.

 

Curriculum Examples / Use Cases

Feature Flag On, End Date Filter Set to “Yes”

If a school defines a course effectiveStart as Fall 2020 and effectiveEnd as Summer 2025 – and defines a program effectiveStart as Fall 2021 and effectiveEnd as Fall 2023 – the course will NOT be accessible in the program requisites/degree map, since its effectiveEnd is later than the effective end of the program.

 

Feature Flag On, End Date Filter Set to “No”

If a school defines a course effectiveStart as Fall 2020 and effectiveEnd as Summer 2025 – and defines a program effectiveStart as Fall 2021 and effectiveEnd as Fall 2023 – the course WILL be accessible in the program requisites/degree map, since the effectiveEnd filter isn’t being applied.


Restrict Professors Behind Authentication

  • This feature can help prevent potentially sensitive faculty data from being accessed by the public.

  • Turning this on means that all professor endpoints to load professor data require authentication.

  • The impact of setting this setting to “Yes” means that professor data CANNOT be loaded in the public catalog, public events, or public preference forms. 

 

Use Case

If an institution lists “Family Medical Leave” as an option for instructor leave, you will want to prevent that information from being accessible by the public.

  

Restrict Scheduling Courses to Integrated Courses Only

  • This toggle is relevant in the context of “Adding Courses from Inventory” in Academic Scheduling. 

  • For integrated institutions, this must be set to YES to only make “Integrated Courses” available. If set to YES, courses that exist in Coursedog but do not exist in the SIS will NOT be available. 

  • If this toggle is set to YES (i.e. can only load integrated courses), then the course must have the customFields.rawCourseId field.

  • You can learn more about adding courses to Academic Scheduling from the Curriculum inventory here.

Load Requests from Child Institutions (For Reports Only)

  • This setting allows for the “Request CSV/PDF” reports to pull data from all child schools. 

  • This setting is only relevant to institutions that are part of a system with child instances that fall under the system’s Coursedog instance (i.e. not relevant for most institutions).

  • INTERNAL NOTE: This is CUNY-specific. It allows CUNY users to go into the Central account, download a Request PDF, and download data from all 26 child schools.

Tooltips, Flows, and Widgets

We have tooltips, flows, and other educational content throughout our platform in order to provide users with guidance when and where they need it. You can enable (”Yes”) or disable (”No”) that content here, but we recommend keeping this set to “Yes” in order to provide your users with helpful, contextual assistance.


Fetch Requisites Using Latest Revision Even If Future Dated

  • Setting this to “yes” makes it so that when building requirements for a program or course, the query returns the latest course revision, even if future dated.

  • For example, if you have a program that is set to effectiveStart Fall 2010 and a user builds out a requirement using the course effective dating to be set to start in Fall 2021, then a user later revises the requirement course and the revision has an effective date of Fall 2022, the program will automatically update based on this revision.

  • If you turn on this feature, this change will be reflected in simple, advanced, and freeform requisite builders, course / program select, and course / program select in WYSIWYG builders.

  • Please discuss with your CSM prior to enabling this feature. 

System Health Check

The System Health Check executes pre-built health checks for the configuration inside an account, across the product suite. The System Health Check can look at workflows, for example, to make sure assigned steps are in-tact. You should review this regularly (e.g. monthly) and resolve any warnings. 

Public Event Settings

You can adjust public event settings under the Admin UI or in the Events Application > Settings. For a more in-depth breakdown, visit here.

 

Public Catalog Settings

You can adjust public catalog settings and design under the Admin UI or in the Catalog Application > Settings. For a more in-depth breakdown, visit here

 

Logo & Styling

This page is used to set the Logo in the top-left corner of the internal application.

User Activity

  • The user activity log, also called the “audit log”, allows you to audit system-wide user activity.

  • Activity includes field-level descriptions of changes and can be filtered by actions and date.

  • This can be particularly useful when you need to troubleshoot or verify why settings or configurations have been modified – and possibly make adjustments if changes were made in error.

     

Data Seeds – INTERNAL COURSEDOG TOOL

This is an internal Coursedog tool for early stages of onboarding only. Admins should NOT update/change/explore/test this feature without a Coursedog team member - it will WIPE OUT ALL DATA in your environment. 

 


CSV Data Upload

To be used only by institutions who will regularly be updating data like Resources or Organizations (separate training and guides can be provided). CSV uploads are typically rare, in which case: Go through Coursedog Support rather than using this Dashboard tool. 

 

Execute Merge

This page is used regularly by Admins and the Coursedog team to bring data into Coursedog (GETs) and to push data back to the SIS (POSTs) ad hoc, as needed. It’s best practice to engage Coursedog services to run merges or have a technical member of your staff, fully trained by Coursedog, singularly own this feature should you prefer to own it more “in-house”.

 

Key Points to Be Aware Of

  • The configuration appearing in Execute Merge comes from the global defaults in Merge Settings. If you change the settings here they will not “stick” once you navigate away from this module - they will revert back to the global settings. 

  • Merges will time out in your browser after 20 minutes and pop up a “Failed” message; however, the merge is still running as a background process. If you don't see a merge report in the Merge Reports screen, then it's still running in the background and you must wait for it to complete prior to running another merge for the same data. 

  • Do not run another merge for the same entity in the same term while an existing one is running. Overlapping merges may cause data anomalies.

  • Running a manual merge when users are actively scheduling could trigger a real-time update, resulting in a duplicate operation. To avoid this happening with any SIS, we advise against running manual merges when users are scheduling. If a duplicate operation occurs, rest assured the data will be re-synced by the next nightly merge, so you would see the data in Coursedog and could adjust accordingly. 

 

Merge Dashboard

  • The Integration Dashboard provides a high-level overview on the status of specific merges, including errors in the integration between Coursedog and the SIS. 

  • It is connected to the Merge Reports module, allowing you to View Report Details for merges that contain issues and expand the section containing errors. 

  • For investigation and resolution of integration issues, use “Merge Reports” instead.

 

Merge Reports

Merge Reports list all merge actions that have occurred between Coursedog and the SIS. This functionality is used by Admins and the Coursedog team to troubleshoot and validate merges. 

To Resolve Merge Errors

Note: For a more thorough Troubleshooting guide, see here.


Step 1: Locate the ones containing issues (these can be set-up to be auto-emailed to you as well via Merge Notifications) and click “View report details.” 

 


Step 2: Expand the section containing errors. 

 

 

Step 3: In the Errors section of the report, you will find a reason for the failure. 

 

 

Step 4: You can then determine the source of the issue and go into your section editor to resolve.

 

 Merge Error Best Practices

  • Build in time for resolution

    • If your institution is operating with real-time or nightly merges:

      • Admins should manage and resolve merge errors as regularly as possible during active scheduling phases.

      • Pull merge reports daily or weekly and resolve all merge errors as they come in.

      • When the scheduling phase is complete, ensure you have allowed at least 1-3 weeks between the scheduling phase end and the necessary/target date for final posting to the SIS to allow for resolution of any final merge errors.

    • If your institution is operating with manual merges:

      • Execute manual merges regularly and resolve errors throughout the active cycle and allow ~2-3 weeks between final schedule submission and final posting to SIS for merge error resolution.

      • You will need to merge the schedule, pull the merge error report, resolve all, and then merge again. 

  • Prevention

    • As you work through merge error resolution, identify any trends or common issues/mistakes being made.

    • Fortify your instance to prevent the merge errors in the future: Create rules in “Section Rules” that will prevent section submission with error-causing issues.

      • Update your Section Template to provide better guidance and enforce SIS requirements with end users.

        • Use Extended descriptions (guidance, examples, lists, links).

        • Use “required,” “editable,” etc. settings to enforce.

        • Use defaults (default from Course or Term)

 

Restore Past Data

If a merge resulted in unwanted changes, you can restore the data back to what it was at the end of the previous merge.


This restores all Coursedog data for the entity type selected - including non-integrated fields.


For example, you had a successful nightly merge 123 that ran as desired. The next nightly merge 456 ran with a wrong configuration and wiped some of your data in Coursedog. You want to get your Coursedog data back to how it was after merge 123 ran. To do that, select the merge group that contains merge 123 and click Restore Data. This will restore your Coursedog data for the selected entities back to what it was right after the merge completed.


Note: A merge group represents a set of nightly or realtime merges that ran together - for example, a nightly merge across all entities. You can find the merge group id of a merge on the merge report.

To Restore Data from a Past Merge

Step 1: In Merge Settings, make sure realtime merges are turned off. Otherwise, turn them off (temporarily) to avoid any changes from being discarded.

 

Step 2: In the Merge Reports tab, open the report of the merge you want to get back to (likely the last successful merge). Copy the Merge Group Id and, if relevant, note the Merge Type (if you only want to restore data for a specific type of entity).

Step 3: Navigate to the Restore Past Data tab. Search for the Merge Group Id you just copied.

Step 4: Click Restore Data. A modal will open where you can select which entities you’d like to restore. Make your selection, click Restore, and confirm. 

Step 5: As soon as you start the Restore, you can navigate to the Activity Tab to track the status of the operation.

 

Step 6: Once the Restore is complete, you should run a manual merge for that entity to send the restored data to the SIS. Set the source of truth as Always Coursedog (otherwise the restored data will get overwritten by the SIS).

 

Step 7: If you disabled realtime merges in step 1, enable them back.

Merge Notifications

  • Admins should subscribe to notifications and manage their merge errors proactively.

  • During the onboarding phase, the Coursedog team will usually be subscribed as well.

  • You can learn more about setting up merge notifications here.

 

Integration Health Check

This can be used to determine the number of objects being merged and can also serve as a red flag, indicating failures; however, this is not heavily used as we normally recommend utilizing merge notifications and merge reports instead. 

 

The check includes:

  • The integration endpoint for each type does not respond with any errors.

  • The data for each type passes our internal verifier.

  • There are no invalid ID references (e.g. courses with department IDs that are not present in the department data).

  • Any text fields with a value of “null.”

  • Any text fields that start with a space.

  • Any section with a meeting pattern that starts after it ends.

  • Any section with overlapping meeting patterns.

  • Rooms and buildings with empty display name.

  • Multiple terms with the same year/semester combination.

 

Merge Settings

All integration merge settings are defined here:

 

  • Whether the integration is on or off.

  • Integration schedule, including whether real-time integration is ON.

  • How we resolve data conflicts with the SIS / Modify Source of Truth between Coursedog vs. SIS (it is recommended that you engage Coursedog Services/Support when making updates).

  • Term management (which terms are being integrated).

  • Custom field management.

  • “Merge Settings Overrides” allows you to specify different settings for the real-time merge versus what is defined for the nightly merge.

  • Configure and manage “Saved States” to sync to Phases in the scheduling cycle (if applicable/desired).

  • Adjust the "Real Time Integration Schedule." For example, if set to 60 minutes, the integration will be automatically executed every 60 minutes. If set to 0 then sections and relationships are posted to the SIS on save in the Coursedog section editor and relationship editor User Interface.

    • Clicking on "Merge Settings Overrides" allows you to specify different settings for the real-time merge than what is defined for the nightly merge. Your Coursedog data engineer and project manager will have configured this for you during setup of your integration, but if not and you want real-time integration enabled, please reach out to Coursedog support.

 

Term-Specific Merge Settings

  • The following data have term-specific merge settings: Courses, Sections, Relationships, and Course Attributes. 

  • This means when turning on the integration for a new term in scheduling, the settings for each of these data elements must be adjusted to add in the new term. 

  • Course attributes have term-specific settings because course attributes are used in scheduling to populate the "Section Attributes" select input and the attribute options can vary across terms.

  • Details for all Merge Settings can be found in the overview tab.

      

Integration Attribute Mappings

These are all the mappings for any data source where the SIS stores it as a code (i.e. LEC), but it is presented in Coursedog as a description (i.e. Lecture). The mappings for all users and roles are contained here, along with mappings for data elements that are not pragmatically retrieved via the integration. See here what will happen if you’re missing an attribute mapping.

 

  • If the mappings ever update globally, they can be updated in the Central instance and be pushed to each campus.

  • If campuses need customizations to their mappings, this data can be edited in each Campus-specific Admin Dashboard.

 

Integration Filters

These are used to exclude data from the SIS that we don't want in Coursedog. Both the Integration Attribute Mappings module and Integration Filters module are typically configured during onboarding and rarely need to be updated. It is recommended that you engage Coursedog Services/Support when making updates (e.g. submit a support ticket).

 

Typical Filters:

  • Exclude terms older than any given year (e.g. 2019).

  • Exclude inactive instructors.

  • Exclude inactive and “Dormitory”-type rooms or else only include a set of rooms using a list of explicit room IDs.

  • Exclude or include buildings by their building code/ID.

  • Exclude or include departments by their department ID.

  • Courses aren’t typically filtered, but sometimes we exclude inactive courses or courses that belong to departments not utilizing Coursedog.

  • Sections aren’t recommended to filter.

      

 

Demand Analytics

This module is used to define/configure demand analytics settings in the Coursedog platform as well as manually push a refresh of data/calculations. Settings and Guidance is provided within the User Interface. 

 

 

Catalog URLs

This is primarily used by the Coursedog Services team to help manage your Catalog URL lifecycle (i.e. the individual URLs required to support your current, past and future catalogs). 

Data Migrations

This internal Coursedog tool is currently in development. It is used to copy data, configure settings, rules, etc. from one environment to another (i.e. move data and settings from Staging to Production). This is an irreversible action and should be used with caution.

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