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Portals Users and Roles – Edit User Information

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Source: CRLLCCR Professional Development
Prior to Implementation

Have administrative access to the SSO (Single Sign-On) page for MMS Portals and Users & Roles.
Be an MMS Online Client.




Log in to MMS through the SSOn page.

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Click on the Users & Roles > Manage Individual Users > Edit User Information. This opens the User Information tab.

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By default, the first user account based on the first school (in a multiple school database) in the list is displayed. To navigate to another user, click on the Find a User button.
Located in the top right corner is a drop-down for School Year & Code. This drop-down is not like the filters found in MMS. Instead, it lists the school and school year associated with the active user account. In the example pictured below, this MMS user’s information can be found in the High School for the following school years: 14-15, 15-16, 16-17 and 17-18.
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This allows users’ data to be updated year to year. If a user gets married over the summer and has a name change, the change can be reflected in the most current school year while retaining the original name in the prior school years.
Note: With this release, the First Name and Last Name fields have been increased to 50 characters.
The following demographic fields are edited here: name, address, social security, and birth date. After adding or editing information, click on Save User Demographics.
To delete a staff record, click on the delete button. This will delete the staff record for the school and school year displayed. The following message is displayed:

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Use this with caution- only if the user account must be deleted and when you are sure that the account has no associations within the database (for example, associations in any of the following tables: discipline, grades, biographical, attendance, section table, etc). 
If the staff record is only associated with one school and school year combination, deleting the staff record will also delete the person’s CR User Account (ability to log into MMS).

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Manage Phones & Emails.
Each staff member can have up to three phone numbers and two email accounts. To add a new record, click on Add. This will create a new inline item as seen below for adding a new phone number:

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Phone type is limited to cell, home, or work. Click on Save to save the information. Click on Edit to make changes to previously entered data. 
Pictured below is the email editor.  Because user accounts can now have up to 2 emails, there is a setting to indicate which email is the primary account. For teachers, the primary account is where parents and students will access them from their portals.

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Manage Degrees and Certificates.
This area allows for entry of degrees and certifications a staff member has earned. A total of 5 degrees and three certificates can be entered for each person.
To add a new record, click on Add. This will add a new record that can be edited.

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There are several options listed for degree type that can be selected from a drop-down, as seen above. The Major, Year, and Institution must be manually entered.
Note: Institution cannot be more than 4 characters long. Ex: UNH is accepted, University of New Hampshire, is not.
Click Save. When the fifth degree is added, the Add button is no longer available.
Certificates can also be added. The following information is entered for each certification: Certificate Number, Certificate Date, and Expiration Date.  All fields are required.  Certificate number is limited to 20 characters.

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Click Save. When the third certificate is added, the Add button is no longer available.

Additional Information

Additional KBAs are available at CR Knowledge Base.
Additional Tech Bytes are available at CR Tech Bytes.

Applies to VersionPortals – Version 1.1
KeywordsMMS, Portals, User Accounts, Managing Accounts, Users, Roles, User Roles, Demographic Data, staff information, user information, MMS Online



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