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Set Up Faculty Access Management

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Set Up Faculty Access Management

Configure the roles and access rules that define faculty access. Then create active versions of the flows that create sharing. Set up Data Processing Engine (DPE) definitions and run jobs on a schedule so that access stays accurate over time.

Required Editions

Available in: Lightning Experience
Available in: Enterprise, Unlimited, and Developer Editions with Education Cloud
User Permissions Needed
To configure roles, access, and mappings: Education Cloud Full Access
To configure flows: Manage Flow
To set up and run Data Processing Engine jobs:
  • Customize Application
  • Modify All Data
  • Data Pipelines Base User

Before you start, if you haven't enabled Data Pipelines, complete prerequisites for Data Processing Engine.

A share record grants record-level access. A faculty member's effective access combines their Salesforce permissions and the sharing that Faculty Access Management creates.

  1. Set your internal organization-wide sharing default to Private for the objects that hold course and student data, such as attendance and course offering participant records.
    Adjust the default internal access only for the objects that you want to share with faculty.
  2. Define academic roles.
    Create an academic role record for each access profile with which you share records.
  3. Define each academic role's access to each object.
    To define which objects an academic role can access and at which level, create one academic role object access record for each object.
  4. Map your institution's source roles to academic roles.
    Create one academic role mapping record for each value that your institution uses.
  5. Create employee records for all instructors, including faculty members and teaching assistants.
    Faculty Access Management grants access to the user who's linked to an instructor through an employee record (API name Employee2). To create faculty employee records, customize the Create Employee flow. For an example of a customized flow, see Simplify Employee Record Creation for Faculty.
  6. Create your own active versions of only the Faculty Access Management flows that match the objects whose access you grant to faculty.

    These are the Faculty Access Management flow templates:

    • EDU Course Operations: Create Attendance Entry Share Records
    • EDU Course Operations: Create Attendance Recording Share Records
    • EDU Course Operations: Create Attendance Source Data Share Records
    • EDU Course Operations: Create Course Offering Participant Share Records
    • EDU Course Operations: Create Course Offering Participant Result Share Records
    • EDU Course Operations: Create Course Offering Participant Activity Grade Share Records
    Note
    Note The Faculty Access Management flows determine each faculty member's access from the Academic Role field on the course offering participant record. However, the Teacher participant affiliation doesn't set that field on its own. If your course offering participants lack an academic role, create a flow that populates the Academic Role field so that the flows and DPE jobs can grant and maintain access.
  7. To keep faculty access accurate, clone and activate each DPE definition template that matches the objects whose access you grant to faculty. See Customize Data Processing Engine Template Definitions.

    These definitions maintain faculty access after share records are created. Accept all default configurations.

    • Process Faculty Access Management Shares maintains faculty access to course offering, course offering participant, course offering participant result, and course offering participant activity grade records.
    • Process Faculty Access Management Attendance Source Data Shares maintains faculty access to attendance entry, attendance recording, and attendance source data records.
  8. Run each DPE job one time after activation. See Run a Data Processing Engine Definition from the Builder.
    The first run applies access to existing records and takes longer to finish. However, only the definition's data-processing time counts toward your org's monthly Data Processing Engine limit. See Data Processing Engine Limits and Considerations and Track Your Data Processing Engine Usage.
  9. To run each DPE job at a regular interval, create a schedule-triggered flow for each job. See Run a Data Processing Engine Definition in Flows.
    In addition to its schedule, you can run each definition on demand to refresh existing shares each time you change an academic role's access rules.
 
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