2024-01-10
Release notes are designed to give an overview of new, enhanced, & fixed items released to our customers.
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Release notes are designed to give an overview of new, enhanced, & fixed items released to our customers.
Last updated
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Institutional Onboarding has a new verification workflow feature to provide institutions with a method to approve or deny users into cohorts that require an extra layer of verification. New emails have been created to aid the user during this process. The following section describes the new features and supporting emails.
After an onboarding link is generated and shared with an institution, and a user clicks the link, the onboarding process begins. When a user agrees to our terms and conditions and tries to onboard into a cohort that requires verification, they are redirected to the following page and an email is also sent.
[Cohort verification – process-initiated email]
When a user is approved into a cohort requiring verification, and their existing, non-institutional subscriptions, if any, don’t completely overlap the product banks for the cohort’s institutional subscription, the following email is sent.
[Cohort Verification – approval email]
When a user clicks on an onboarding link that is associated with a cohort that requires verification, and their request is approved, but their existing, non-institutional subscriptions overlap all the product banks for the cohort’s institutional subscriptions, the following email is sent.
[Cohort Verification – approval, but with overlapping subscriptions email]
When a user clicks on an onboarding link that is associated with a cohort that requires verification, and their request is denied, the following email is sent.
[Cohort verification - rejection email]
On the rare occasion that the system can’t detect which email to send, the following general email is sent.
[Cohort Verification – General email]
Two new roles have been added to help manage institutional cohorts & contracts.
Cohort Manager
This role provides a user with the ability to:
• Remove a user from a cohort
• Move a user to/from cohorts they manage
• Approve a user into a cohort that requires verification
• Deny a user into a cohort that requires verification
Note: A user who is assigned the ‘cohort manager’ role can only perform the functions on cohorts to which they are associated.
Contract Manager
This role provides a user with the ability to perform the same functions as a ‘cohort manager’; however, in the future, this role will also provide the ability to view contract details.
Note: A user who is assigned the ‘contract manager’ role can perform actions on all cohorts that are associated with the contract they manage.
Users who are assigned the ‘cohort manager’ or the ‘contract manager’ role can manage cohorts that require users to be verified before they are granted access to join. The following section provides an overview of the pages that support these functions.
The ‘Manage Onboarding Groups’ page provides a method for users to view cohort groups and manage users in those cohort groups. This page also provides the 'magic link' (one-click onboarding link) which may be copied and shared with users who have been requested into the cohort to initiate their onboarding process.
The following table describes each item on this page.
Search
Enter the name of a cohort to search for it.
Name
The name field represents the name of the cohort.
Managers
Displays the initials of all managers who can manage the associated cohort.
Pending Users
Displays the number of pending users who require interaction because the cohort they are associated to requires verification.
User Count
Displays the number of users who require intervention before being allowed to join the cohort.
Magic Link
The ‘magic link’ is shared with an institution. The institution shares the link via a method of their choosing, with students and/or faculty. When clicked, the onboarding process is initiated.
Created Date
The date on which the ‘magic link’ was created for the cohort.
The ‘Manage Cohort Page’ provides a method for a contract manager and/or a cohort manager to add or remove users from cohorts. You may bulk ‘remove’ users; however, you may only assign a single user to another cohort.
Remove users:
Bulk. Select multiple users and click the orange trash can button to remove all the selected users at the same time.
Single user. Click the 3 dots next to a specific user and select ‘remove’ to remove a single user.
Assign Users:
Users can be assigned to a single or multiple cohorts. To assign a user to another cohort, perform the following steps.
Click the 3 dots next to the desired user.
Click the ‘Assign’ button. An ‘Assign Onboarding Groups’ modal displays.
Search for and/or enable the check box next to the desired cohort.
Note: Following this same process, you may also remove a user from a cohort by removing the check box next to the desired cohort.
On the ‘Manage Onboarding Groups’ page, there are several tabs to help you not only manage cohorts, but manage the managers who have permission to manage approve, deny, add, and/or remove users from cohorts. The following section describes the information on these tabs.
Managers tab. The ‘Managers’ tab displays a list of Cohort and Contract Managers that can move users, remove users, and accept and deny users into a cohort that requires verification. It also shows the multiple Groups (or Cohorts) to which the manager has access to manage.
Pending Users tab. The ‘Pending Users’ tab displays a list of users who require verification into a cohort. A ‘contract manager’ or a ‘cohort manager’ can choose to accept or deny one or more users into the Cohort by performing the following steps.
Enable the check box to the left of the desired user(s).
Click the ‘X’ to deny the user into the cohort, or click the check mark icon to approve the user into the cohort.
When the request is accepted, the user(s) is/are moved to the ‘Users’ tab.
When the request is denied, the user(s) is/are moved to the ‘Denied Users’ tab.
Note: Users who are denied into a cohort can be approved into a cohort at any time by returning to the 'Pending Users' tab.
