What is a System Administrator?
System Administrators in Kuali are defined in the Permissions area of Spaces & Settings. A System Admin is a user or group of users that are granted full access to Kuali. This includes all options in the top level menu of Kuali (People & Groups, Spaces & Settings, History, and Usage). Having access to People & Groups means they can create and manage all Users, Groups, Roles, and Blueprints in the system and adjust permissions accordingly. Additional information on each menu option is described below.
Being a System Administrator also gives you the ability to view, edit, and delete any forms/apps in the system. They also have full access to all documents within an individual app or product to edit, delete, or perform admin actions in workflow (skip, reassign, etc). They will also receive emails alerting them of any document errors that occur during workflow (along with the App Admins).
Because of the level of access the System Administrator role grants we generally recommend limiting this to a select few individuals at your institution responsible for system management.
Additional information can be found in the System Administration section of the Getting Started area of our Knowledge Base.
People & Groups
Within People & Groups a System Administrator can access and manage Blueprints, Groups, and People.
- Blueprints
A Blueprint represents a level of hierarchy within Kuali Groups and is a classification used to categorize similar groups. Common examples of blueprints include department, college, school, etc.
- Groups (and Roles)
A Group is a specific instance of an organization within the hierarchy. For example, Department (Blueprint) could include Math (Group) as a specific instance of a department. Other Groups within the Blueprint "Department" might include English, Biology, or Art History. Groups are commonly used in the Form Builder and when determining routing in Workflow.
- People
All system user profiles are found in People. You can create new profiles or search and update existing profiles. Many institutions have API feeds to update/create user profiles automatically or you can also manage users manually.
Additional information can be found in the People & Groups Basics section of the Getting Started area of our Knowledge Base.
Spaces & Settings
Spaces & Settings is where you can configure a number of things for Kuali including Spaces, Branding, Integrations, and Permissions.
History
History is where you can see a log of all actions that have been taken in the system on Forms, Documents, and Permissions. You can search by the available columns to find the actions or changes you're looking to track down. Additional information can be found in the History article of the Getting Started area of our Knowledge Base.
Usage
This is the first iteration of usage analytics within Kuali that will show general and app specific data. This allows admins more insight into how their system is being used to gauge engagement and adoption. This board gives you info on the number of apps, total submissions, total spaces, total integrations, total users, total groups, total blueprints. They will also be able to see a list of the apps in the system and the number of submissions for each as well as the date of last submission (i.e. total apps, total submissions, etc.). We hope to expand this dashboard to add additional metrics as time progresses.
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