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Best Practices Data Integrity

Data integrity is the maintenance and assurance of the accuracy and consistency of data over its entire lifecycle. It is a critical aspect of the design, implementation, and usage of any system which stores, processes, or retrieves data. This article describes best practices for system administrators making modifications to activity or Faculty Classifications, sections or fields, and/or making changes to organizational structure.

 

Merging, Moving, Renaming and Deleting Units

  1. Download and fill out the linked Organizational Structure Change Request Form with the changes desired. 
    • The form is a Google Doc that will need to be downloaded
    • The spreadsheet has four separate forms:
      • New/Delete Unit Form
      • New Change Request Form
      • Merge Request Form
      • Move Unit Request Forman Excel spreadsheet.
    • Terms used in the Organizational Structure Change Form:
      • Merge Unit: Merging two or more units together
      • Move Unit: Moving a Unit to a new Parent Unit
      • New Unit: Adding a New Unit to the Org Structure
      • Delete Unit: Delete a Unit from the Org Structure
  2. Submit a ticket tohelp@interfolio.com with the completed form attached.

Check out our article on Managing Organizational Changes for for more details

 
 

Managing Faculty Classifications

Action/Change Recommendation
Adding a new Faculty Classification
  • Admin can make these changes without talking to Interfolio and without breaking their database.
  • Title must be unique.
    • If a Faculty Classification already exists with the same title, modify the title slightly. The option to add an underscore or abbreviate the title is available.
    • This is true even if the Faculty Classification is set to inactive and then recreated.
  • If a Faculty Classification was created with a display type and the display type needs to be changed, that should be possible.
  • Only some display types can be used as filters in reports: Drop down select box and Multi Item Select Box.
  • A Faculty Classification can be created with only one value.
Adding a new value to a Faculty Classification Please review the use cases described below. Contact Interfolio with any specific questions.
Changing the label of a Faculty Classification Please review the use cases described below. Contact Interfolio with any specific questions.
Moving a Faculty Classification to Inactive Please review the use cases described below. Contact Interfolio with any specific questions.
Removing a value from a Faculty Classification Please review the use cases described below. Contact Interfolio with any specific questions.
Changing the display type of a Faculty Classification Please review the use cases described below. Contact Interfolio with any specific questions.
Modifying an existing Faculty Classification
  • If the Faculty Classification already exists but has not been used, meaning the classification has not been assigned to any user, modifications should be possible.
  • If the Faculty Classification already exists but has been used, meaning the classification has been assigned to a user, modifications will need to be made by the Interfolio Technical Services team. Please submit a change request via help@interfolio.com or via the Interfolio Community.
  • These modifications include changing the display type, the values in a dropdown, select box list, or a multi item select box list, and to correct any values that had already been assigned to faculty members.
 

Managing Activity Classifications

Action/Change Recommendation
Adding an Activity Classification
  • Administrators can make these changes without talking to Interfolio and without breaking their database.
  • Title must be unique.
    • If an Activity Classification already exists with the same title, modify the title slightly. Add an underscore or abbreviate the title, if desired.
    • This is true even if the Activity Classification is set to inactive and then recreated.
  • Only some display types can be used as filters in reports: Drop down select box and Multi Item Select Box.
  • If an Activity Classification was created with a display type and the display type needs to be changed, that may not be possible:
    • Display selected = Dropdown: Select One
      Below are the options if the display needs to be changed.
    • Display selected = Text box: Small
      Below are the options if the display needs to be changed.
Adding a new value to an Activity Classification Please review the use cases described below. Contact Interfolio with any specific questions.
Changing the label of an Activity Classification Please review the use cases described below. Contact Interfolio with any specific questions.
Changing the label of a value in an Activity Classification Please review the use cases described below. Contact Interfolio with any specific questions.
Moving an Activity Classification to Inactive Please review the use cases described below. Contact Interfolio with any specific questions.
Removing a value from an Activity Classification

Warning: Do not take this action. Please contact Interfolio to discuss use case at help@interfolio.com

 
Changing the display type of an Activity Classification Please review the use cases described below. Contact Interfolio with any specific questions.
Modifying an existing Activity Classification
  • If the Activity Classification already exists but has not been used, meaning the classification has not been assigned to an activity by any user, modifications should be possible.
  • If the Activity Classification already exists but has been used, meaning the classification has been assigned to an activity by a user, modifications will need to be made by the Interfolio Technical Services team. Please submit a change request via help@interfolio.com or via the Interfolio Community.
  • These modifications include changing the display type, the values in a dropdown select box list or a select one (with other) or dropdown select multiple or checkbox select multiple, and to correct any values that had already been selected by a faculty member.
 

Managing Section changes

Action/Change Recommendation
Adding a section
  • Administrators can make these changes without talking to Interfolio and without breaking their database.
  • A new section can be added at any time to any form. The recommendation is to add the section at the level 1 (typically the University level) so that the section can be provisioned for multiple units either when created or in the future.
Adding a new field to a section Admin can make these changes without talking to Interfolio and without breaking their database.
Changing the label of a section Admin can make these changes without talking to Interfolio and without breaking their database.
Changing the label of a field in a section Admin can make these changes without talking to Interfolio and without breaking their database.
Moving a section to Not Shown Please review the use cases described below. Contact Interfolio with any specific questions.
Removing a field in a section

Warning: Do not take this action. Please contact Interfolio to discuss use case at help@interfolio.com

 
Changing the field type in a section

Warning: Do not take this action. Please contact Interfolio to discuss use case at help@interfolio.com

 
Modifying a section
  • A new field can be added to a section at any time.
  • Modifying a field might be problematic.
    • During implementation (system set up) before any data are in the database, these changes can be made without consequence.
    • Post implementation or anytime data have been entered into the section and specifically into this field - that does have consequences.
    • If data have been entered or selected in a field (such as a drop down list) and the field type is changed or if the field is removed, the data related to the field will be compromised - meaning - viewing the data or access to the data will be lost.
    • This change will severely affect the integrity of the data. Reporting of the data either on a vita template or in general reporting will no longer be valid.
  • Changing Term/Year selection
    • One Term/Year to Multiple Term/Year
    • Multiple Term/Year to One Term/Year
      • Before data are entered into the database changing the term/year selection should not be a problem.
      • The impact of the change after data have been entered into the section does not appear to affect general reporting.
      • The impact of the change after data have been entered does affect the backup data and the API extract. All fields related to the term/year will be in the report. So if the change was made from the four fields (start term/year and end term/year) to two fields (term/year), all four fields will still exist in the database.
 

Managing Organizational Changes

Check out this article on how to Set Up Organizational Structure for further direction on this process.

 
Action/Change Recommendation
Adding a unit
  • Administrators can make these changes without talking to Interfolio and without breaking their database.
  • A new unit can be added to any parent unit at any time.

See our article Set up or Edit Organizational Structure for step by step instructions on how to add a new unit

Moving a unit Please review the use cases described below. Contact Interfolio with any specific questions.
Adding new faculty to a unit Admin can make these changes without talking to Interfolio and without breaking their database.
Moving faculty between units Please review the use cases described below. Contact Interfolio with any specific questions.
Combining units Please review the use cases described below. Contact Interfolio with any specific questions.
Splitting units Please review the use cases described below. Contact Interfolio with any specific questions.
Deleting units Please review the use cases described below. Contact Interfolio with any specific questions.
Modifying a unit

Changing the unit name or unit abbreviation can be done at any time.

  • The change of the unit abbreviation may impact the success of base data files that are being loaded.
  • Base data files that may be impacted: faculty file, current position file, secondary unit assignment file, prefix file, and the support account file.

See our article Set up or Edit Organizational Structure for step by step instructions on how to add a new unit

 

Moving a unit or multiple units / combining units / splitting units

  • If there are faculty assigned to the unit, it is recommended that a change request is submitted to Interfolio. There are a number of data points associated with both faculty and unit. It is best that this function be completed by the Interfolio Technical Services team to be sure that the unit, faculty and all data points are moved successfully.

 

To merge, move, rename or delete a unit

 

Download and complete the request form (do not forget to save as an Excel file).