Table of Contents:
The Snap Shot
FAQs- Account Based Questions
- FAQs - Publisher Usage
1.The Snap Shot
My Datasets now replaces My IntelliBoard.
As we continue to implement IntelliBoard Next, we heard from stakeholders that “My Datasets” would be more intuitive for some of our end users like faculty and students, who may not know “IntelliBoard”.
With this name changes comes new functionality. We are proud to introduce you to Publisher!
Publishing allows both the Main Account holder and the additional IB Users to publish, approve and give datasets to their teams.
Publisher functionality is a two-step process:
1) Datasets are published.
2) Datasets are approved.
Once the datasets are approved they are available under the Organization's Library and can be shared with other IB users through the Organizational Role. All IB Users with the Report Builder permissions will be able to automatically publish datasets. The ability to approve a published report is a new permission available in Admin Permissions under Organizational Role.
Additional Publisher Concepts
There are several new naming conventions that you should be made of aware of to properly use publisher.
As part of the Publishing feature, IntelliBoard now requires a unique name for each dataset (report, dashboard, or chart).
The designator of (IB) will added to a dataset created by IntelliBoard and not modified. Once modified, users will be able to edit the name.
The designator of (C) will added to any report that has been cloned by the user and not modified. Once modified, users will be able to edit the name.
The subsequent chapters of this support document will go into specific detail as to how to enable and utilize publisher effectively.
2. Publisher 101
Through report publishing, IntelliBoard Users can create and configure reports and dashboards to be shared between their organization. Upon approval, reports and dashboards are easily shared to others in their organization.
Using Publisher is actually very intuitive- and once you get used to the new look and new functionality- you will have mastered publishing for your organization!
First and foremost, the biggest change visually is: "My Datasets"
This sits at the top of the page next to your connection on the left hand side of the screen. It comes before the Library tab.
My Datasets intend to be your high-value datasets. You use them to make data-driven decisions. These may be assigned automatically to IB Users or added from the Library.
If you have publishing permissions, you will see additional visual changes within your account. However, if you do not have publishing permissions, this is the sum total of changes you will see.
Publishing allows individuals within the Organization to publish, approve, and give datasets to their teams.
The ability to publish and to approve pending reports are independent account permissions.
If you have the appropriate account permissions you will now see as screen similar to this one:
You will note that there is now a new series of buttons located on the right hand side of this image. They read as "Decline, "Approve", "Edit".
You will note that as you edit and clone dashboards- certain letters will appear at the end of your reports and/or dashboards.
You will note that some of these items have (IB) next to their name.
What does IB represent?
A default dataset that’s been pulled directly from our Library with no changes.
If a change is made, through “Edit”, you are prompted to create a new name for the report.
What does C represent?
C is short hand for Clone. A dataset that has been cloned and the name has not been edited.
Like the defaults (IB), you are prompted to make a name change
You may also clone a published report or dashboard.
New Name for Cloned Items:
Please note that when you clone a dashboard or report- you will be mandated to give this new item a name.
We highly recommend that the very first thing you do is give a cloned item a new name to ensure that you are properly identifying your work and prevent confusion as you move through the publishing process.
As an administrator- you hold the keys to publishing!
That's right- the majority of the publisher components fall to you!
To give someone in your organization the privileges to utilize Publisher:
Please navigate to Manage IB Users.
Select Organizational Roles.
Scroll down to Organization Datasets:
Select where you would like to save datasets to: Users' Library or Users' My Datasets
Select Auto-Assign All datasets
Please note that we also highly recommend that you select the "Auto-Assign All Datasets" as this will ensure that when you do indeed approve something, it is disseminated to your organization automatically and removes the need for you to do any further action after you have published an item. This ALSO includes all new Defaults from all the fabulous folks at IntelliBoard creating NEW defaults!
Then Navigate Further Down the Page to Admin Permissions and make sure that you have selected:
Report Builder (To Publish)
Approve Pending Datasets
Note: Anyone who has Report Builder permissions has the ability to Publish. If this is NOT selected, they cannot publish.
Now that you have given the above permissions- what happens when someone wants something approved?
The Approval Process
You will see all of the datasets that require your approval in Pending Datasets
All datasets by my organization that are published but not approved appear here. This is only visible to those with Approval Responsibilities.
A secondary approval request will populate asking you to confirm your selection.
The reports and data sets you approved will now populate under "My Organization's Datasets".
Teachers utilize the reports and dashboards assigned to them via their organization. They do not have publishing permissions. If you feel that you should have publishing permissions, please reach out to your supervisor in your administration.
Q: Do I need to do anything in Admin for any of my accounts?
Q: Does this change pricing?
Q: Does this require a plugin update?
Q: Do I have to create a new account or accept new terms?
Q: Do I have to process the data again?
Q: Do I have new settings available?
A: YES, please scroll up in this document to locate the new settings. This is in Section 3 under Administrators.
Q: Am I physically required to manually make these new settings or turn on these new settings?
As always, if you have questions or concerns regarding Publishing and My Datasets- please reach out to firstname.lastname@example.org. We are more than happy to assist you with whatever you may need!
6. FAQs- Publisher Usage
Q: I saved a dataset to "My Datasets" for an IB User, but I'm seeing it in the Library now?
A: The IB User ultimately controls where a dataset lives - either My Datasets or Library. The overarching report permissions are saved to the account and cannot be overridden by the IB User (meaning the IB User cannot add or delete reports assigned to their Library). The preference of where the report lives - in either My Datasets or Library - is controlled by the IB User. The initial save may be to "My Datasets" but the IB User can remove it from "My Datasets" and move it back to the Library. This is an intended feature - allowing the end user to control what is available in their personal My Datasets. In short, the system remembers personal choice within an account and this overrides an IB User action- per design. Thus, the user must go and re-select the items they have previously deleted or removed and move it back if they would like this item to reappear in the desired location.