Tools: Support Accounts

Support accounts can be created for staff members and non-faculty members who need administrative access to FAR, such as an employee who maintains the database or supports faculty in some way (e.g. running reports) and may or may not have full administrative rights. This account type can also be used for an accreditation visit, or to give a user who does not have a formal university account access to FAR. If necessary, the account can be set up to bypass campus authentication. This article covers how to create a new support account as well as how to manage existing support account permissions.

Creating a Support Account

Like Faculty accounts, Support Accounts should be created using the bulk upload tool, even when creating an account for an individual user. Please see Bulk Data Uploads for instructions on how to upload new users into the system.

Emulating, Deactivating, and Deleting Support Accounts

Start by navigating to the list of Support Accounts by doing the following:

  1. Navigate to Administration > Administration > Tools > Support Accounts
Click on the menu items Administration, then Administration again. From there, expand the Tools menu, then click Support Accounts
  1. Click on the numbered hyperlink next to the applicable unit. The support accounts associated with the selected unit will be displayed.
  2. If necessary, adjust the filters at the top of the page to limit the accounts shown.

Once the desired account has been located, the appropriate action can be taken:

  • Emulate: Click "emulate" in the row for the desired user in order to view their account. Just like emulating a Faculty account, emulating a Support Account will allow the administrator to access the user's account.
  • Activate/deactivate: Unlike Faculty accounts, Support Accounts do not rely on Employment Status and Login Status to manage their access. Instead, Support Account access will be managed via the checkbox in the Active column. Checking the Active box will make the account active and allow the user to log in. Unchecking the box will remove the user's ability to log in and remove them from the Active filter. This can be changed at any time.
  • Delete: Also unlike Faculty accounts, Support Accounts can be deleted. This can only be done if the user has not performed any Evaluations in the past, and cannot be reversed. To delete an account, click the "x" icon in the Actions column. This will delete the account and remove the user's ability to log in as well as remove their record from the Support Accounts page.

Please note that deleting a Support Account is a permanent action and cannot be reversed.  The user can be re-created in the future with the same credentials, although their previous permissions will need to be reinstated.

Managing an Existing Support Account

Administrators with the appropriate access can modify the information associated with a Support Account at any time. The information than can be modified includes unit assignment, type of rights, additional rights, access to other accounts, and more.

Edit an Existing Support Account:
  1. Navigate to Administration > Administration > Tools > Support Accounts
Click on the menu items Administration, then Administration again. From there, expand the Tools menu, then click Support Accounts
  1. Click on the numbered hyperlink next to the applicable unit. The support accounts associated with the selected unit will be displayed.
  2. If necessary, adjust the filters at the top of the page to limit the accounts shown.
  3. Click the pencil icon next to the Support Account that should be edited
  4. Make the required change, then scroll to the bottom of the page and Save
Fields Available for Updates
  • Primary Administrative Rights:
    • There are three types of administrative rights available: Report Rights, Full Admin Rights, and Limited Rights. See here for a detailed breakdown of each type.
    • Click the "Change" button to update the assigned unit; click the drop down in the "Type of Rights" column to change the administrator type assignment.
  • Additional Administrative Rights:
    • While only one unit/type of right can be assigned as primary, multiple other can be assigned under the Additional Administrative Rights section.
  • This is particularly helpful for users who need different levels of access for different units. For example, a user could be given Full Admin Access for Unit A, then also assigned additional administrative rights and be granted Report Rights for Unit B. This will allow the user full access to Unit A, but will limit them to running reports for Unit B.
  • Login Details:
    • Login ID: This is a unique identifier for the user (generally aligned with the user's single sign-on identifier), and can be updated by an administrator with appropriate access at any time.
    • Faculty ID: This is a separate unique identifier that is not meant to be modified after the user is initially added to the system. If the Faculty ID requires a change, please contact your Interfolio representative or help@interfolio.com with the request.
    • Login Method: There are two options for login method:
      • "Managed by your school", which requires the user to login via the institution's SSO integration. See here for login instructions, and here for details on managing the institution's SSO configuration.
      • "Managed by Faculty180", which generally means that the institution is using Faculty180's legacy SSO integration. If not being utilized for legacy SSO, this option can be selected to allow the user to bypass SSO and sign in with Interfolio-specific credentials.

        Please note that this is only an option for Support Accounts. Users with Faculty accounts will always be required to log in via SSO (either managed by the school or the F180 legacy integration). See here for instructions on logging in without SSO.
    • First/Last Name: Can be updated at any time. Please note that changing the user's first/last name in FAR will also update the name the user sees when they log in.
    • Email address: Can be updated at any time to an email address that is not already in use in FAR.
  • Access Rights to Other Accounts:
    • If Account Access has been enabled at the institution, there will be a section to add accounts that the Support Account user should have access to. This can be done for either their entire primary unit, or for individual users at various other units.

      Please note that this setting is controlled at the institutional level and may or may not be available based on your institution's configuration of FAR. If you are an Institutional Administrator who would like to discuss turning this feature on/off, please reach out to your Interfolio contact or help@interfolio.com
Administrative Rights for Support Accounts

There are three types of administrative rights that can be assigned to Support Account users:

  • Full Admin Rights: Access to all administrative functions (set up, reports, emulation, activity input initiation/approval, etc.) as designated by their assigned unit. Admin permissions for each unit are managed via the Organizational Structure.
  • Report Rights: Access to run administrative reports as permitted by their unit assignment. Access to administrative reports is managed on the unit level via the Organizational Structure. Support Accounts with Report Rights can also be given access to emulate faculty accounts, although unlike users with Full Admin Rights, account access is not given automatically based on unit assignment, and must be managed under the "Access Rights to Other Accounts" section when managing the Support Account details. See here for more detail.
  • Limited Rights: Grants the ability to emulate faculty member's accounts. Please note that like a Support Account with Report Rights, account access is not controlled by the assigned unit, but rather the "Access Rights to Other Accounts" section. Users that the support account should be able to emulate will need to be designated in this section.