Using Marketing Center Security

This chapter provides an overview of Marketing Center Security and includes the following sections:

• Enabling Marketing Center Security

• Defining Marketing Centers

• Assigning Marketing Centers

Understanding Marketing Center Security

In a complex multi-institutional environment, it is common for different groups within an organization to compete with each other for the best prospective students. For example, one group might purchase names of suspects and prospects from a third party and want to secure them in the system so that only they can see the prospective students’ academic details. Another example would be a centralized set of prospects that everyone across the organization can access and a set of prospects that each department wants to secure so that only they can access prospective students’ academic data.

In addition to securing prospective students, it is also possible to secure marketing information such as audiences, dialogs, documents, and marketing program data by one or more Marketing Centers so that only authorized users are allowed to access these marketing details.

Understanding Marketing Centers

The concept of a Marketing Center in CRM mirrors the Recruiting and Applicant Centers in Campus Solutions. When a prospect or an applicant is created in Campus Solutions, that person is associated with a Recruiting or Applicant Center and the users that are authorized to those Centers can then access the prospect or applicant details. The CRM Marketing Center functionality behaves in a similar manner in that users can be authorized to one or more Marketing Centers, and suspects and prospects are assigned to a Marketing Center. When building an audience, only those audience members to which the user is authorized are created as part of that audience using data stored in the CS_Constituents profile.

Additionally, in order to secure the various marketing components, this release adds a Marketing Center grid (including Marketing Centers and their related Institution and Center types) to them. Search functionality for the components will exclude any secured component that the user is not authorized to access.

Components that make use of Marketing Center Security include:

• Event Management.

• Manage Audiences.

• Dialog Designer.

• Document Designer (both email and web).

• Document Templates.

• Marketing Programs.

• Profile Definition.

• 360 Degree View.

• Interactive Reports.

Additionally, the security check is enhanced for other components that allow transfer to the secured components.

Marketing Centers are not driven by SetID; values defined can be used across all business units.

Understanding Marketing Center Security

If the Secure Prospective Students by Marketing Center option is enabled, visibility to a prospect will depend upon the Marketing Center(s) to which the signed in user has access.

The following access rules apply to prospect visibility:

• If the Marketing Center to which a user belongs is assigned to a prospect’s Career level or to any of the prospect's Programs, then the user will be able to access the prospect and view all of that prospect's Career and Last School information in the Academics component. The user will be able to locate the prospect using the Academics Search.

• A user can see information about a particular Program in the Academics component's Program and Plans tab only if the Marketing Center to which the user belongs has been assigned to that Program.

• A user can see information about a particular Program in the Academics component's Program and Plans tab only if the Marketing Center to which the user belongs has been assigned to that Program or Career.

The following diagram shows the evaluation rules that are used to determine whether a particular user has access to information about a prospect.

Evaluation Rules

What Marketing Center Security Controls

It is important to understand that access to prospects is not controlled by Marketing Center Security. A prospect does not “belong to” a Marketing Center; prospects are simply consumers, and any signed-in user with the appropriate role can view their information (email address, phone number, and so forth). Rather, a Marketing Center restricts access to the prospect's academic interest information—his or her Program, Plan, and Career interests. For example, a recruiter for the Engineering department would be able to see all the information about a prospect except that prospect's interest in Programs, Plans, and Careers that are not part of the Engineering department. Despite the fact that the prospect might have expressed interest in Computer Science, Biology, and Engineering, Marketing Center Security would enforce access so that the Engineering recruiter could only see the Engineering interest.

Enabling Marketing Center Security

Before you can use Marketing Center Security to secure academic prospects, you must enable it. You do this with the Higher Education Options page (Set Up CRM, Product Related, Higher Education, Higher Education Options).

Secure Prospective Students by Marketing Center

Select this check box to enable Marketing Center Security for Higher Education recruiting. This means: A user's access to prospects’ Academic Interests will depend upon the Marketing Centers to which the user belongs. Authorized users will be able to manually or auto-assign Marketing Centers to a prospect. The Prospect Student Import process will assign a Marketing Center to each prospect that is part of the import. Prospect Data Enterprise Integration Points (EIPs) will attempt to assign Marketing Centers (of type Recruiting) to each prospect’s academic interests when syncing prospects from Campus Solutions.

Enable Automatic Assignment of Marketing Centers

This option is disabled unless the Secure Prospective Students by Marketing Center option is selected. If it is selected, Campus Solutions prospects that are brought into CRM by the Prospect Data EIP are automatically assigned Marketing Centers. The check box is not checked by default, even if Secure Prospective Students by Marketing Center is selected.

Defining Marketing Centers

This section provides an overview and discusses the following topics:

• Understanding Marketing Center definition.

• Defining Marketing Centers.

• Searching for Marketing Centers.

Pages Used to Define Marketing Centers

Understanding Marketing Center Definition

You can create Institution, Career, and Program level Marketing Centers of type Recruiting, as that defines hierarchical relationships between them. For any Marketing Center, you can define one or more “child” or “sibling” Marketing Centers. However, each Marketing Center can have only one parent Marketing Center.

After they are created, Marketing Centers can be used in various components (such as audiences, documents, and templates).

A hierarchy of Marketing Centers serves two purposes:

• Determine Hierarchical User Access: It allows hierarchical user access to be defined, where a user at a higher level Marketing Center in the tree is automatically given access to each of its child marketing centers.

• Define Assignment Rules: It allows a hierarchy of rules to be specified, which is invoked by the Assignment Engine in order to determine Marketing Center access to prospects at their career and program levels.

The Marketing Center Tree

Marketing Centers are added, edited, and organized hierarchically using a tree structure similar to the existing Tree Manager. A “node” in the Marketing Center Tree represents each Marketing Center in the system. Only one Marketing Center Tree definition exists in the system.

Note. You can create three levels of Marketing Centers under the Root node: Institution, Career, and Program level.

Setting Up Marketing Centers

Access the Marketing Center Tree using the Manage Marketing Center Tree page (Set Up CRM, Product Related, Marketing, Marketing Center, Manage Marketing Center Tree).

Each node in the Tree represents a Marketing Center; to edit the node requires editing the Marketing Center Definition component.

Users with the Marketing Center Administrator role can set up Marketing Centers in CRM and manage the Marketing Center tree. Institution level Marketing Centers are created when the full-sync EIPs are run. Then, any Recruiting Centers and Applicant Centers that are synced from Campus EIPs into CRM are automatically added to the tree below the corresponding institution levels.

The following table shows the icons in the Marketing Center Tree:

Default Marketing Centers

If the Higher Education option is enabled on the Installation Options page, then bringing up the Tree Manager before any Marketing Center definitions are specified displays the following hierarchy of Marketing Centers by default. These Marketing Centers are automatically created when full-sync EIPs are run–you cannot create or delete them.

• Root Marketing Center.

• Institution-level Marketing Center.

The Root and Institution-level Marketing Centers are called “default” Marketing Centers, because they are not defined by users. All other Marketing Centers are called “user-defined” Marketing Centers.

If the Higher Education option is disabled, only the Root Marketing Center appears by default—no Institution-level Marketing Centers will initially exist in the tree. You can add user-defined Marketing Centers directly under the Root Marketing Center.

Note. If the Higher Education option was previously enabled and then subsequently disabled, all Institutions that were synced from Campus Solutions will remain in the tree, and the synced Institution-level Marketing Centers will be open for editing.

The Root Marketing Center is the highest level Marketing Center in the Marketing Center tree. It is a system-defined Marketing Center used to represent a group of institutions or a University system. Users added at Root Marketing Center level will have access to all levels of Marketing Centers below Root.

From the Root Marketing Center, you can perform the following operations:

• Edit Marketing Center data.

• Add and remove users.

• Edit Marketing Center descriptions.

• Add a child Marketing Center.

You can change the name of the Root Marketing Center by clicking Edit and editing the Description field on the Root Detail page.

Below the Root level are Marketing Centers that correspond to each Institution present in the system. Each of these Marketing Centers represents an Institution, and all user-defined Marketing Centers (Recruiting and Applicant) are placed below this level.

Upon initial installation, the Root Marketing Center is created.

Note. In order to create any Institution Level Marketing Centers under the Root Marketing Center from the Institutions already existing in the system, you must run the full sync EIPs.

Additionally, when a new Institution is added using the Campus Solutions EIPs, a new Marketing Center node is automatically added for it, directly below the Root Marketing Center.

From Institution Level Marketing Centers, you can perform the following operations:

• Edit Marketing Center data.

• Add a child Marketing Center.

• Add a sibling Marketing Center.

User-Defined Marketing Centers

User-defined Marketing Centers are created by administrator users in CRM or from Campus Solutions EIPs.

Marketing Centers created in CRM can only be of type Recruiting. You cannot manually create a Marketing Center of type Applicant.

Marketing Centers that are created in CRM as a result of the Campus Solutions Recruiting Center and Application Center EIPs can be either type Recruiting or type Applicant. Marketing Centers of type Applicant can be added to CRM only by the Campus Solutions EIPs.

You can delete manually created user-defined Marketing Centers if they are not currently in use. Marketing Centers created in CRM by Campus Solutions EIPs cannot be deleted.

From User-Defined Marketing Centers, you can perform the following operations:

• Edit Marketing Center data.

• Add and remove users.

• Edit Marketing Center Descriptions.

• Add or remove assignment criteria.

• Manage Marketing Center status.

• Add a child Marketing Center.

• Add a sibling Marketing Center.

• Delete a non-Root Marketing Center that has not been assigned to any prospects or used in other components such as Audiences, Profiles, Dialogs, and so forth.

Defining Marketing Centers

Access the Define Marketing Center page (click the Add Child Node, Add Sibling Node, or Edit icon in the Marketing Center Tree).

Name	The name of the Marketing Center. You cannot edit this name on existing Marketing Centers, but you can edit it when inserting a new Marketing Center using the Add Sibling or Add Child processes. This field is required. You cannot use special characters such as , /, \, $, *, [, and ] in Marketing Center names. Refer to PeopleTools documentation for a list of all non-allowed characters.
Status	Defines whether the Marketing Center is active. This field is hidden if the Higher Education option is not enabled. This field is required. On a Career level Marketing Center, the status cannot be changed to Active unless Assignment Criteria have been defined. Note that users can still create and save a Career level Marketing Center without having Assignment Criteria defined, but the status will be set to Inactive upon Save.
Description	Description of the Marketing Center. You can edit this field, and it is required.
Institution	The institution to which the Marketing Center belongs. The content of this field is derived from the Institution level Marketing Center. If the Higher Education option is not enabled, the field is hidden. This field is not editable, and it is required.
Center Type	This value is either Recruiting Center or Applicant Center. The value comes from the EIP if the Marketing Center is created automatically; if it is created manually you can edit the field but you can only select the Recruiting Center option. This field is hidden if the Higher Education option is not enabled.
Center Name	This value is RCTR (Recruit Center) or APPL (Application Center), depending on the type of Marketing Center as set by EIP. The value comes from the EIP if the Marketing Center is created automatically; if it is created manually you can edit the field but you can only select the Recruit Center option. This field is hidden if the Higher Education option is not enabled.

Marketing Center Members Section

Assignment Criteria Section

This section is disabled for Marketing Centers of type Applicant, because Assignment Criteria apply only to Recruiting Centers.

Searching for Marketing Centers

Access the Marketing Center Search page (Set Up CRM, Product Related, Marketing, Marketing Center, Search Marketing Centers).

You can use this page to search for Marketing Centers, or to search for the Marketing Center to which a member belongs.

Note. When searching for a team member name, only the Marketing Center to which the team member belongs is displayed in the search results. For example, if team member Stu Marx is a member of the Marketing Center INST and that Marketing Center has two child Marketing Centers (INSTC1 and INSTC2), he has access to all three Marketing Centers as a result of tree hierarchy, but only INST appears in search results.

Searching for Academic Information

Access the Search Academics page (Customers CRM, Search Person—select a person and click the Academics toolbar item).

Note. In order for the Academics link to appear on the Person component toolbar, the Higher Education option on the General Options page must be enabled.

Marketing Center Security is enforced on the Search Academics configurable page. In addition to filtering records by search criteria specified by the user, an additional filter is applied so that only Academics records that the signed-in user is authorized to access are displayed.

See Setting Up General Options.

Assigning Marketing Centers

This section provides an overview and discusses the following topics:

• Assigning Marketing Centers.

• Reassigning Marketing Centers.

Pages Used to Assign Marketing Centers

Understanding Marketing Center Assignment

The Marketing Center Assignment Engine is responsible for determining which Marketing Centers are eligible to be assigned to a prospect at the Career level and each of the Program levels. When the Assignment Engine is called for a prospect, the Marketing Center tree is traversed from the top to bottom and the Assignment Criteria of active Marketing Centers in the hierarchy are evaluated against the prospect to determine whether a Marketing Center qualifies to access the prospect. A list of all qualifying Marketing Centers from the tree is returned to the calling program.

The Assignment Engine can be called from the following places:

• When a user creates a prospect manually (for example, using the Academics component), the user can click the Auto Assign Marketing Center button at the Program level and Career level. This calls the Assignment Engine, which returns the list of qualifying Marketing Centers. If the Auto-assign button is clicked at the Career level, it assigns both Career and Program level Marketing Centers. If the button is clicked at the Program level, only Program level Marketing Centers are assigned.

• The Prospective Student Import process can call the Assignment Engine for every prospect being created or updated. This is based on a runtime option.

• The Prospect Data EIP can call the Assignment Engine for every prospect being created or updated. This is dependent upon product-level setup options.

• The Reassign Marketing Center page, where Marketing Centers and their children can be assigned or reassigned to prospects.

The input to the Assignment Engine is a prospect, which needs to be assigned Marketing Centers at the Career level, the Program level, or both. The output from the Assignment Engine is a list of qualifying Marketing Centers at the prospect's Career level and each of the Program levels (if they exist). When processing, the Assignment Engine refers to Marketing Center Tree setup to determine the list of Marketing Centers that qualify.

How the Assignment Engine Assigns Prospects

For each prospect on which it is operating, the Assignment Engine uses the following logic to return qualifying Marketing Centers at each level.

Marketing Center Assignment Engine Process

1. Determine whether the prospect has at least one program. (All prospects must have a Career, but do not necessarily have Programs.)

2. If the prospect has one or more Programs, traverse the Marketing Center Tree to identify all Marketing Centers with assignment criteria matching the prospect’s Program-level information. The Assignment Engine traverses the tree once for each Program associated with the prospect. It then generates a list of all qualifying Marketing Centers for each of the prospect's Programs.

3. Next, the Assignment Engine traverses the Marketing Center Tree to find all Marketing Centers whose assignment criteria matches the prospect's Career level information.

4. Finally, the Assignment Engine returns corresponding qualifying Marketing Centers for each Program and for the Career.

How the Assignment Engine Traverses the Marketing Center Tree

The Assignment Engine uses the following procedure for traversing the Marketing Center Tree while searching for qualifying Marketing Centers:

1. Starting with the Root Node of the Marketing Center Tree, the Assignment Engine successively evaluates Assignment Criteria of each Marketing Center down the tree, comparing them against the input prospect at the appropriate level (Program or Career).

2. If a Marketing Center is not a match (that is, its assignment criteria do not apply to the prospect), then the Assignment Engine does not evaluate any of its child Marketing Centers. Further evaluation is unnecessary because the child Marketing Centers will evaluate to False as well.

3. When Assignment Criteria of a Marketing Center is evaluated at the prospect's Career level, all of the prospect's Program information is ignored even if Programs have been defined for the prospect. Only prospect data up to the Career level is considered. Therefore, a Marketing Center with criteria containing Program = <xxxx> will not be a match when evaluated at the Career level.

The Assignment Engine uses the following rules when evaluating Marketing Centers:

• Marketing Centers of type Applicant are not evaluated, because you cannot specify Assignment Criteria for them.

• The Root Marketing Center is always returned for every prospect in the system, even though you cannot define Assignment Criteria for it.

• Inactive Marketing Centers and their children are never returned as qualifying Marketing Centers for a prospect.

• Every Institution-level Marketing Center has an implicit Assignment Criterion of Institution = <Institution Code>. For example, the GLAKE Institution-level Marketing Center has the implicit criterion of Institution = GLAKE. This means that the GLAKE Marketing Center will qualify for every prospect created for Great Lakes University.

• When evaluating Marketing Centers at a level below Institution, the Assignment Criteria of all higher level Marketing Centers (parent, parent's parent, and so forth all the way up to the Institution level) are appended to the Assignment Criteria of the evaluated Marketing Center. For example, consider a Marketing Center named GLAKEGRADR with the criterion Career = Graduate. When the Assignment Engine evaluates GLAKEGRADR, it automatically appends the Institution = GLAKE criterion, for a resulting Assignment Criterion of Institution = GLAKE AND Career = Graduate.

Assigning Marketing Centers

This section describes the process for assigning Marketing Centers.

Assigning Marketing Centers at the Career Level

Access the Academics – Career page (Customers CRM, Academic Information, Academics).

If the Secure Prospective Students by Marketing Center option is enabled on the Installation Options page, the Marketing Center Assignment grid is visible to users who can access a prospect's Career tab on the Academics page. Marketing Centers can be assigned manually or auto assigned using the Assignment Engine.

It is not necessary to identify any Marketing Centers for a prospect; by default, the Root Marketing Center has access to all prospects and need not be explicitly defined at the Career level.

To add a new Marketing Center manually, click the Add Marketing Center button. The following conditions apply to manually added Marketing Centers:

• Only Marketing Centers of type Recruiting can be added manually.

• The user must be authorized to the Marketing Center that is being added (that is, the user must either belong to the Marketing Center assigned or one of its parents). Any user who has access to the prospect's information can view any Marketing Centers assigned to the prospect, or delete them from the list of Marketing Centers assigned to the prospect.

• When a Marketing Center is manually added to a prospect, all of the Marketing Centers higher up in the hierarchy (that is, all parent and grandparent Marketing Centers up to the root Marketing Center) will also have access to the prospect. The Marketing Centers higher in the hierarchy do not need to be explicitly added on the Marketing Center grid for the prospect, because access is inferred from the Marketing Center Tree hierarchy.

• When a new Marketing Center is added, its Source is set to Manually Added.

• Only manually added Marketing Centers can be deleted.

• Users can update a manually added Marketing Center to a different one. The effect of changing a Marketing Center is the same as if the user had deleted the existing Marketing Center and added a new one.

To auto-assign Marketing Centers, click the Auto Assign Marketing Center button. This invokes the Assignment Engine for the prospect, which will return qualifying Marketing Centers. The following conditions apply to auto-assigned Marketing Centers:

• The Assignment Engine assigns Career-level Marketing Centers as well as Program-level Marketing Centers if the prospect has any Programs. The Marketing Centers returned will replace any auto-assigned Marketing Centers that have already been assigned on the Career tab. If any Marketing Centers already exist, the system displays a warning message cautioning you that any existing Marketing Centers will be replaced. Choose OK to proceed or Cancel to cancel the operation.

  Note. Manually added Marketing Centers are not replaced—only those that have been auto-assigned by the Assignment Engine.

• When a new Marketing Center is added, its Source is set to Auto Assigned.

• Auto-assigned Marketing Centers are display-only. You cannot manually delete them.

• When you click the Auto Assign Marketing Center button from the Career tab it will also assign Program-level Marketing Centers if the prospect has any Programs specified.

Assigning Marketing Centers at the Program Level

Access the Program and Plan page (click the Program and Plan tab on the Academics page).

If Secure Prospective Students by Marketing Center Higher Education option is enabled, then users who can access a particular Program on a prospect's Program and Plan tab in the Academics component will see the Marketing Center Information grid on the page for each program displayed in the scroll area.

The Center Information grid allows you to assign a Marketing Center to that particular Program for the prospect, view Marketing Center(s) that have been previously assigned, and delete manually assigned Marketing Centers.

To add a new Marketing Center manually, click the Add Marketing Center button. Refer to the section on Manually Assigning Marketing Centers at the Career Level for the conditions that apply.

To auto-assign Marketing Centers, click the Auto Assign Marketing Center button. The Marketing Centers returned for the particular program are updated on the prospect’s Program, replacing auto assigned Marketing Centers that have already been assigned. Refer to the section on Auto-assigning Marketing Centers at the Career Level for other conditions that apply.

Reassigning Marketing Centers

Access the Reassign Marketing Center page (Marketing, Execution, Reassign Marketing Center).

Marketing Center	Specify the Marketing Center to be reassigned. You can specify one or more Marketing Centers. This is a required field.
Include Child Marketing Centers	Select this check box to perform reassignment for the specified Marketing Center and all child Marketing Centers associated with it. Otherwise, only the explicitly defined Marketing Center is affected. During the reassignment process, all prospects are re-evaluated.
Delete Where Manually Added	Manually added marketing centers are always retained unless you select this check box. If the check box is selected, Marketing Centers that have been manually added to prospects are deleted during the reassignment process.

Before you can reassign Marketing Centers for prospects, you must modify the assignment rules on the appropriate Marketing Center definitions.