Step 5: Setting Up Components for Delegated Access

To enable a Campus Solutions component for delegated access:

Determine which components should be enabled for delegated access.

Evaluate your self-service components and identify the ones you would like a proxy to look at or be able to update on behalf of the delegator (for example, the delegator can be a student).
Determine if a proxy version of these components should be created. If so, these proxy components should be used in the subsequent steps.

The delivered Campus Solutions self-service components are intended to be used by the person who owns the data. For example. the self-service page where a user can enter email addresses displays: “Enter your email addresses below”. If a proxy accesses this page, the text might be confusing because it is not the proxy’s email addresses that should be entered, but the delegator’s email addresses. In this case you may want to consider creating a “proxy” version of this self-service component. The same is true if you want to hide some information. For example, it might make sense to display some information to a student, but maybe not to a proxy.
Create a menu (DA Menu) for each of the components you would like to delegate to a proxy. A menu can include one or more components related to a specific transaction.

The menu you create is used to override the original component search record, and also to make the security to delegate more granular. Each menu can later be added to a single permission list.

You can create one menu for one component. For example, delivered with your system is a sample delegated transaction called Emergency Contacts. It only contains the emergency contacts self-service component called SS_CC_EMERG_CNTCT. This component is added to a new menu named SCC_DA_SS_EMRCNCT.

You can also create one menu for multiple components. For example, delivered with your system is a sample delegated transaction called Update Contact Information. It contains the email address self-service component (SS_CC_EMAIL_ADDR), the phone self-service component (SS_CC_PERS_PHONE) and the addresses self-service component (SS_CC_ADDRESSES). These components were added to a new menu named SCC_DA_SS_ADDRESS.
Create a menu search record override.

If you make a delivered Campus Solutions self-service component available for Delegated Access, the search record must be overridden. In fact, the component search record only returns the EMPLID for the person that is signed into your system (again, Campus Solutions self-service components display the information of the person that is logged in your system). When a proxy accesses one of these components, the search record should return the list of delegators that granted access to the component and for which the delegation status is Access Granted (not Revoked).

Delivered with your system is a search record called SCC_DA_SRCH_VW. This search record should be added to the menus you created for the components that you want to delegate. This search record overrides the component search record.

This example illustrates using SCC_DA_SRCH_VW to override the search record for SCC_DA_SS_ADDRESS menu. You can find definitions for the fields and controls later on this page.

When a proxy accesses one of the components that have been delegated, only the delegator names are returned. For example, Joe, Jane, and Jack are siblings attending the same school. Joe and Jane granted their mother Mary Smith access to their Emergency Contacts data. Jack granted his mother access to a different component. When the mother accepts the terms and conditions for each of her three kids, her user ID is tied to Joe, Jane and Jack’s EMPLIDs. When she navigates to the Emergency Contacts component (through the DA Menus), she sees a search record that returns only the names of her kids who granted her access to the component: Joe and Jane. Jack’s name is not listed because he did not grant his mother access to that component. Because we are using a DA Menu, if Mary was also a student at the institution, she wouldn’t see her own Emergency Contacts data from that navigation. To see her own data she must navigate to the regular Self Service, Campus Personal Information, Emergency Contacts component.

Note:

The search record SCC_DA_SRCH_VW returns only the delegator’s name. The system does not return the EMPLIDs to avoid giving unnecessary information to the proxy. If you created a proxy version of a student self-service component, the search record SCC_DA_SRCH_VW can be added directly to the component you created.

For information on how to create a menu, see PeopleTools: Application Designer Developer's Guide.

Create a content reference to access the menu through the portal navigation.

To create content references, go to PeopleTools, and then Portal, and then Structure and Content.

Each of the DA menu and component combinations that you created ust be added to its own content reference. For example, the SCC_DA_SS_ADDRESS menu (along with its three components) was added to the “Update Address”, “Update Email Address” and “Update Phone” content references. The following table represents the sample components delivered with your system and how they were added into a specific content reference.

Content Reference Name	Content Reference Label	Menu Name	Component Name
HC_SCC_DA_ADDRESS_UPDATE	Update Address	SCC_DA_SS_ADDRESS	SS_CC_ADDRESSES
HC_SCC_DA_EMAIL_UPDATE	Update Email Address	SCC_DA_SS_ADDRESS	SS_CC_EMAIL_ADDR
HC_SCC_DA_PHONE_UPDATE	Update Phone	SCC_DA_SS_ADDRESS	SS_CC_PERS_PHONE
HC_SCC_DA_ADDR_VIEW	View Address	SCC_DA_ADDR_VW	SS_CC_ADDRESSES
HC_SCC_DA_EMAIL_VIEW	View Email Addresses	SCC_DA_ADDR_VW	SS_CC_EMAIL_ADDR
HC_SCC_DA_VIEW_PHONE	View Phone	SCC_DA_ADDR_VW	SS_CC_PERS_PHONE
HC_SCC_DA_HOLDS	Holds	SCC_DA_SS_HOLDS	SS_CC_HOLDS
HC_SC_DA_TODO	To Do List	SCC_DA_SS_TO_DO	SS_CC_TODOS
HC_SCC_DA_EMRG_CNTCT	Emergency Contact	SCC_DA_SS_EMRCNCT	SS_CC_EMERG_CNTCT

It is recommended that for each content reference you create for Delegated Access, you should add it to the Self Service, Shared Information Center portal folder. This becomes the navigation the proxy uses to see all of the components that were delegated. This also limits the number of places a proxy needs to navigate to access somebody else’s data.

This illustrates an Example of Content References in the Share Information Center Portal.

This table shows an existing student self-service component, Emergency Contacts.

Component	Component Search Record	Menu	Menu Search Record Override	Portal folder	Content Reference
SS_CC_EMERG_CNTCT	LS_SS_PERS_SRCH	CC_PORTFOLIO	N. A.	Self Service, Campus Personal Information	Emergency Contacts

This table shows how the student self-service component, Emergency Contacts, is enabled for delegated access

Component	Component Search Record	Menu	Menu Search Record Override	Portal folder	Content Reference
SS_CC_EMERG_CNTCT	LS_SS_PERS_SRCH	SCC_DA_SS_EMRCNCT	SCC_DA_SRCH_VW	Self Service, Shared Information Center	Emergency Contacts

For more information, see PeopleTools: Portal Technology.