Setting up Your System Preferences
Posted by Sean Lee on 23 April 2013 11:02 AM

Utilities & Prefs - System Preferences

The first area of settings is found in the Utilities and Prefs.

The Utilities and Prefs contains the following groups:

- System Prefs

- Advanced Prefs

- LDAP Tool

- Email Tool

- Automated Events

These are system-wide settings that are applied to the Trac system regardless of Center Profile, Subcenter, or Group. Because these settings have global implications, they are accessible only to the Sys Admin Group. A user in the Sys Admin Group can access the Utilities and Prefs... from the Trac Navigation Menu.

To get to your Utilities & Prefs, click on the TracMan Icon on the left side of the Trac Navigation. Click Utilities & Prefs. Select the System Prefs Tab.

The System Preferences are accessible to the Sys Admin users for setting up global settings for the entire system. These are system-wide settings that control the Trac system regardless of Center Profile, Subcenter or Group.


The defaultProfile setting determines what profile view will be displayed for the Default Login Screen, the Students, and the Faculty that use your Trac system. The Default Login Screen is the same for all Center Profiles and Subcenters within your Trac application, so the defaultProfile sets the view for the screen.

The Students and Faculty are not created within a profile so they are not related to a specific profile and need this setting to determine what profile view they will see.


The DNSServer setting is used to set up your Trac application to act as an mail server and send email on its own without a college or university mail server. Using the college or university mail server is the preferred method of sending emails from your Trac application.


The LOGACT setting enables an action log on the appointments screen. This log shows when the appointment was saved and when any changes were made to the appointment.


The LOGMODS setting enables a detailed server log that records each action on the server. This is a useful tool that helps diagnose issues or to determine which users have performed which functions. However, it is also impacts performance because it creates a large log file that the server must continually write to for every action performed.

Mail Settings

The Mail Settings preference contains several important configuration options in regards to email capabilities of your Trac system. The Mail Server Address can be set here, as well as your mail server Email Address. You can choose to send emails for missed appointments as well as emails for Terminated Visits (See Center Profile Prefs: Log in/Out – Auto Terminate).


The MAILSERVER setting enables your Trac application to use your college or university mail server to send emails. This is the preferred method to send emails from your Trac application. Your mail server must be set up to accept anonymous mail relay from the Trac server in order to use the MAILSERVER function. This may be an IP Address or a DNS assigned to your mail server. By default, the connection to the mail server is on port 80. If your mail server requires a different port, then append the port number to the IP or DNS address with a colon (i.e.


The MsgsAll setting is an onscreen message that appears on the Default Login Screen. This message appears to all users before they log in to the Trac application. It is commonly used to provide instructions or links to assistance with the login process. The message is written in HTML code and can be customized with the HTML tags.


The navHeaderCheckDelay setting is utilized in the AdvisorTrac Profiles. The Trac Navigation provides a message about students waiting to be seen in the Log Listing. In order to provide this message, the Trac

Navigation must check the server on a regular basis to receive the most up-to-date information. Typically this setting is set at 120 seconds, and it is recommended that the setting is not below 90 seconds.

Constantly refreshing the Trac Navigation can provide unnecessary hits to the server and impact performance.

Student Access

The Student Access Preference controls student access to certain functionalities within your Trac system. As the Student group differs significantly from other groups in Group Access, the majority of the access level for the Student group can be handled here within the System Prefs.

Functionalities for the student group include the abilities to:

  • Edit Bio from Main Menu
  • Book appointments
  • View own visits
  • View full name of Consultants
  • Browse Resources
  • Post documents
  • Control Access based on Center Status (banned, etc)

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