Summary
The menu structure in TrackMaster follows, for the most part, the main components of this membership tracking system. This article describes TrackMaster's components and where they can be found in the navigation menu. Please note that the exact locations of each item in the menu or the home page are subject to change as TrackMaster is refined.
TrackMaster Components
Home Page
The home page is the starting point for TrackMaster. It displays links to commonly used functionality, internal announcements, upcoming events, and a list of the newest members.
- Quick links:
- Announcements:
- Upcoming internal events & reminders:
- Newest members:
People
The People list is at the heart of TrackMaster. Every other component and functionality revolves around it, as the system is meant to track interactions with people - and in particular, members.
- All Contacts - Links to the main view of the People list (the Start Here view). It displays contact information for all people that interact with the center, whether they are members or not.
- Center Members - Links to a list of center members in the People list.
- By Contact Type - Links to pre-selected filters for each available contact type (e.g. Prospective Members, U-M Staff, Vendors, etc.).
- Communities - Links to pre-selected filters for specific groups that are typically used for reporting or outreach. Note that groups are configured under the Settings -> Group Management section.
- Team Members - Links to pre-selected filters for (internal) teams, team members, and center leadership.
- New Contact - Links to short forms to add different types of contacts.
- Add New Contact - Simplified, short form that can be used to add new contacts quickly.
- Add New Member - Form used for entering new members, customized for fields that are required for members only.
- Quick Add by UniqNames - Short form to add new contacts using only a University of Michigan UniqName or e-mail address.
Engagement
The engagement section contains different lists for tracking interactions with members, partners, and others who we serve.
- Services and Activities - Tracks services provided as well as miscellaneous activities. This facilitates reporting on reach and impact.
- Event Summary - Tracks events hosted by the center, both internal and external.
- Referrals - Tracks internal referrals (between teams) when a member or customer could be better served by a different team.
- Speaker History - Helps identify potential speakers based on previous events. It includes a time line of events for each speaker.
- Publicity - Tracks any promotions and publicity done on behalf of members, such as news articles about a study, or social media posts regarding key findings on a publication.
Collaboration Tools
This section provides links to internal collaboration tools, such as shared documents, department calendar, shared digital assets, and bulk uploads & automations.
- Announcements - Internal news and announcements (also seen in the home page).
- Documents - Document libraries (file storage), including a shared library for all team members, and team-specific libraries. Each library can be synced to Windows Explorer and Mac Finder if desired.
- Center Calendar (EFDC Calendar) - Calendar of internal events and reminders. It uses an older version of SharePoint Calendar which allows syncing to Outlook.
- Help & Documentation - TrackMaster documentation and KB articles.
- Shared Digital Assets - Helps keep track of digital assets shared by teams or between team members, such as U-M MCommunity groups, Google / Dropbox shared drives, etc.
- Bulk Uploads & Automations - Helps ingest or update data in bulk through spreadsheet uploads and automated processes. This functionality relies heavily on Power Automate, which is configured in the Settings menu.
Reports
Reports, dashboards, and other tools for center-wide reporting, publications search, and sorting through prospective members. At the moment, reports and dashboards require a VPN connection.
Settings
Single entry point for configuring the different components of TrackMaster.
- All Lists and Libraries - Displays all SharePoint site contents, including lists, libraries and web pages. New lists can be created here.
- Dropdown Menus Configuration - Configuration for most drop-down menu items used throughout the system, such as Programs, Contact Types, Service Types and Taxonomy.
- Appointing Departments and Schools - A list of standarized, top-level departments, colleges, and schools, used for reporting and filtering purposes. The values in this list are used throughout TrackMaster, in particular the People list, as drop-down menu options.
- Programs and Offerings - A list of top-level programs and primary offerings at this center. All services, events, and many other activities are reported under a specific program from this list. This is a primary field for reporting.
- Service Types - Specific services offered by the center, its cores, and its teams, to members and customers. Each service type is linked to a specific program and team. This list is used as drop-down menu options in the Service (Engagement) History list.
- Teams List - Internal teams (at this center), their team members, and their faculty leads. This list is used as drop-down menu options in Programs, Services, Events, and other lists throughout TrackMaster, and is a primary field for reporting.
- Taxonomy (Term Store Management) - Standarized taxonomy used by this center to categorize publications, events, research specialties, etc. The values in this list are used throughout TrackMaster and in reports.
- Group Management - Configuration for groups of people, MCommunity sync settings, and definitions of "communities" (larger collection of people, typically those served by a specific team or core).
- Groups with tye "Sync" box checked, and marke as "Active", have their members automatically synced from MCommunity.
- Note that a center membership group is required for TrackMaster to function propertly. Its name and internal ID must be entered into Power Automate environment variables.
- Site Settings - SharePoint settings (for administrators only), such as permissions, list settings, theme, menus, etc.
- Power Automate - As an essential part of TrackMaster, Power Automate flows keep internal contacts updated, notify team members of certain events, and facilitate bulk uploads.
- Bulk Upload Templates - Spreadsheet templates for preparing data to upload in bulk. Stored under: Documents -> TrackMaster Resources -> Data Import Templates. Also accessible from the Bulk Uploads and Automations section.
- Automations List - List of automations in Power Automate and TDX iPaaS. This list is updated automatically every night. Administrators can run flow manually as needed, and can use this list as a reference to see dependencies so they can now which SharePoint lists or which other flows would be affected by a change to a flow.
- Automation Requests - Backend for Bulk Uploads and Automations. This list is used to trigger, track, and notify people of different automations.
- Important: Do not add items to this list directly. Doing so may break things and corrupt data. Only use via the Bulk Uploads and Automations section.
- Automation Files - Backend document library used by Power Automate and iPaaS. It includes temporary files used for syncing MCommunity group membership, and copies of all files submitted by end users via automation requests.
- Edit TrackMaster Flows - Link to the TrackMaster solution (collection of flows/automations) in Power Automate.
- Technical Documentation - Links to technical KB articles about the design, configuraiton and operation of TrackMaster.
About the Author
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Gabriel Mongefranco is a Mobile Data Architect at the University of Michigan's Eisenberg Family Depression Center. Gabriel has over a decade of experience with automation, data analytics, database architecture, dashboard design, software development, and technical writing. He supports U-M researchers with data cleaning, data pipelines, automation and enterprise architecture for wearables and other mobile technologies.
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