Follow

Permit: SubAccounts (Part 2)

IntelliBoard's Permit feature allows you, the IntelliBoard Admin (main subscriber), to give certain people credentialed access to IntelliBoard.net where they will have permission to review certain data sets within certain reports. 

An automated, step-by-step guide can be found inside IntelliBoard.net. Click "Self Help" (orange button) from you Home page and then click "Creating SubAccounts [SETTINGS]". 

Before you get started... 

  • Permit functionality begins with a Level 4 IntelliBoard subscription; please review access and number of accounts here. 
  • Permit, managed by the IntelliBoard Admin, consists of two components: 1) Organizational Role (Template of Reports) and 2) SubAccount (Credentialed Access and Data Set Permissions).  
  • You must create an Organizational Role BEFORE creating a SubAccount. 
  • Details on Organizational Roles (Part 1 of Permit) may be found here. 

What is an SubAccount?

First things first, have you created an Organizational Role? If not, see information on and create Organzational Roles.

As the second component of Permit and designed by the IntelliBoard Admin, a SubAccount is a credentialed account for an individual person to access IntelliBoard.net.  An email address serves as the unique identifier for credentialing purposes. A SubAccount must first be assigned an Organizational Role (a template of reports and monitors).  After the SubAccount has been created the data that is permited to a SubAccount may be limited by user, course, and/or cohort.   

For example, Sarah Frances is a District Manager; she need reports and monitors related to course enrollments, revenue and completion. Her Organizational Role is District Manager, this is assigned to her SubAccount, sfrances@exampleeemail.com.  Harold Jones is the Dean of the Arts Program; he needs reports and monitors related to learner progress and instructor performance.  His Organizational Role is Educational Dean, this is assigned to his SubAccount, hjones@exampleemail.edusfrances@exampleemail.com and hjones@exampleemail.edu are the SubAccounts.

Important Notes:

  • SubAccounts are credentialed using an email address; the email address is the unique identifier.  You may only use an email once for IntelliBoard.
  • SubAccounts must access IntelliBoard data by logging on IntelliBoard.net.  They do not have a Dashboard inside the Moodle system. They do not use the SSO link from the Admin Dashboard inside the Moodle system.
  • The same Organizational Role can be assigned to different SubAccounts.
  • The Organizational Role template can be futher edited for a specific SubAccount. 
  • While an Organizational Role may be the same as a Moodle Role, the two are not connected.  People with a Moodle role are not automatically created as a SubAccount.

What is the difference between an Organizational Role and SubAccount? 

The Organizational Role is a type of role; the SubAccount is an actual person.  The Organizational Role is a template of reports; the SubAccount is the specific credentialed account for IntelliBoard. The Organizational Role is assigned to a specific SubAccount. 

For example, Dean Jane Smith is a specific SubAccount, who has the Organizational Role of Educational Dean. Dean Harold Jones is a specific SubAccount, who has also has the Organizational Role of Educational Dean. 

Step 1: Creating SubAccounts 

An automated, step-by-step guide can be found inside IntelliBoard.net. Click "Self Help" (orange button) from you Home page and then click "Creating SubAccounts [SETTINGS]".

  • After logging on to IntelliBoard with the main subscription email, click Settings
  • From Settings, click SubAccounts
  • From SubAccounts, you can either create an individual SubAccount or import multiple SubAccounts.  See directions for each type below.

5_Creating_SubAccount.png

CREATE AN INDIVIDUAL SUBACCOUNT

  • From SubAccounts, click Create a New SubAccount
  • You must create an Organizational Role before creating a SubAccount
  • NOTE: Existing SubAccounts can be editted and/or deleted after clicking the gear icon.

5_SubAccount_2.png

1: Organizational Role Select the Organizational Role
2: First Name First Name of SubAccount 
3: Last Name Last Name of the SubAccount 
4: Email Email serves as the login credential for the SubAccount; the email must be unique.
5: Password Create a temporary password; the SubAccount may change his/her password after she/he logs in in the Account Profile (top right corner).
6: Job Title

Job Title of SubAccount

Note: This is not the Organizational Role, this is the person's actual title for additional clarity.

7: Assigned Connection

Click on the down arrow on the right side to expand the menu.

The connection assigned to the selected Organizational Role will automatically populate.  If you need to edit this specifically for the SubAccount you may do so here.

8: Reports

Click on the down arrow on the right side to expand the menu.

The Report Categor(ies) and individual reports assigned to the selectedOrganizational Role will automatically populate. If you need to edit this specifically for the SubAccount you may do so here.

To review Reports, please click here

9: Monitors

Click on the down arrow on the right side to expand the menu.

The Monitor Set(s) and/or Monitor(s) assigned to the selectedOrganizational Role will automatically populate. If you need to edit this specifically for the SubAccount you may do so here.  

Do not disable the monitors that make up the Monitor Set (this will block data from populating into the disabled Monitor). 

To make a Monitor Set the "Home" page, click the yellow star by the Monitor name. See the image below. 

To review monitors, please click here.

 

Additional Details on Monitors for SubAccounts: 

  • Assigning a Monitor Set will automatically enable the individual monitors included in that Monitor Set.  Do not disable the monitors that make up the Monitor Set (this will block data from populating into the disabled Monitor). 
  • Make a Monitor Set the SubAccount's "Home" page by utilizing the yellow Star next to the Monitor Set.

5_Organizational_Role_3.png

IMPORT MULTIPLE SUBACCOUNTS

  • From SubAccounts, click Import SubAccounts
  • You must create an Organizational Role before creating a SubAccount
  • NOTE: Existing SubAccounts can be editted and/or deleted after clicking the gear icon.

5_Subaccount_3.png

  • From Import SubAccount(s), download Sample CSV File 
  • DO NOT DELETE OR CHANGE ROW 1. (This has been marked red in the example below.)
  • At the minimum, enter mandatory details: Firstname, Lastname, Email. (This has been marked in yellow in the example below.) 
  • At the maximum, enter information for all columns: Firstname, Lastname, Email, Password, Title, Role (This has been demonstrated in the example below.) To find the specific role number, please go to the Organizational Role (Settings > Organizational Role) and edit the Organizational Role.  The Role ID can be found at the end of the URL: https://app.intelliboard.net/settings/role/236, where 236 is the role ID.
  • Save the document as a CSV file.
  • Click Choose File (This is show in the yellow box in the image above).

5_SubAccount_4.png

  • IF YOU ENTERED THE MINIMUM AMOUNT OF DATA...
    • Set the Default Values (see orange box values below). Default Values will override the cells that have been left blank in the CSV document.  Default Values will be the same for all SubAccounts.  For example, everyone will have the same Organizational Role, Password, Job Title, and Assigned Server.   To futhur personalize, you'll need to enter the specific data in the CSV document.  
    • Click Submit

5_SubAccount_5.png

  • IF YOU ENTERED THE MAXIMUM AMOUNT OF DATA, simply click Submit.

Step 2: Editting SubAccounts Permissions 

After creating or importing SubAccounts, you can 1) Edit a SubAccount's Account Details; 2) Edit a SubAccount's Moodle Connection, Reports, and Monitors; or 3) Narrow a SubAccount's view of data by User(s), Course(s) and/or Cohort(s). 

1) Edit a SubAccount's Account Details

Edit any personal information and/or reset the password. Make any adjustments and click save.

5_SubAccount_7.png

2) Edit a SubAccount's Moodle Connection, Reports, and Monitors

Moodle Connections, Reports, and Monitors will be automatically populated by the assigned Organizational Role.  You may further personalize what the SubAccount can see here.  Use the down arrows on the right hand side to expand the window.  Make any adjustments and click save.

5_SubAccount_6.png

3) Narrow a SubAccount's view of data by User(s), Course(s) and/or Cohort(s)

Most importantly, a SubAccount's view of data may be restricted to specific Users, Courses, and/or Cohorts. If you do not limit the data, it defaults to showing the SubAccount site wide Moodle data. To limit the data by User(s), Course(s) and/or Cohort(s) follow the steps below:

 5_SubAccount_8.png

  • Select a specific SubAccount to edit
  • From the SubAccount, click SubAccount User, Course, Cohort Permissions
  • This page looks similar to Moodle's Authorized User Page.  You will see three sets of boxes: 1) Assigned Users, 2) Assigned Courses, and 3) Assigned Cohorts (or Totara Audiences)
  • Click "Load Data" or simply use the search box (highlighted by the grey insert)
  • To Assign User(s), Course(s), or Cohort(s), highlight the item in the right box and use the arrows to move to the left box.  Unassign by using the arrows to move from the left box to the right box.  LEFT BOXES = ASSIGNED TO SUBACCOUNT; RIGHT BOXES = UNASSIGNED TO SUBACCOUNT 
  • Assignments are automatically saved; click "Back to SubAccount" when complete

Important Notes on Permissions:

  • When assigning USERS, the SubAccount will see all the User and the User's courses. 
  • When assigning COURSES, the SubAccount will see the Courses and the User's inside the courses. 
  • When assigning COHORTS, the SubAccount will see the Users in the Cohort as well as all those Users' courses. 
  • You may assign users, courses, and cohorts (and any combination thereof), but be careful as to not overassign data. 

In the example above, Sarah Frances can only see 3 courses and the users enrolled in the three courses highlighted in blue.

For additional assistance, please email Support@IntelliBoard.net or click HERE

Have more questions? Submit a request