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 your Homepage and then click "Creating SubAccounts/IB users [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/IB user (Credentialed Access and Data Set Permissions).
- You must create an Organizational Role BEFORE creating a People.
- Details on Organizational Roles (Part 1 of Permit) may be found here.
What is an SubAccount/IB user?
First things first, have you created an Organizational Role? If not, see information on and create Organizational Roles.
As the second component of Permit and designed by the IntelliBoard Admin, a SubAccount/IB user 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/IB user account must first be assigned an Organizational Role (a template of reports and monitors).
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/IB user, 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/IB user, hjones@exampleemail.edu. sfrances@exampleemail.com and hjones@exampleemail.edu are the SubAccounts/IB users.
Important Notes:
- SubAccounts/IB users are credentialed using an email address; the email address is the unique identifier. You may only use an email once for IntelliBoard.
- SubAccount/IB user accounts must access IntelliBoard data by logging on IntelliBoard.net. They do not have a Dashboard inside the system. They do not use the SSO link from the Admin Dashboard inside the system.
- The same Organizational Role can be assigned to different SubAccounts/IB users.
- The Organizational Role template can be further edited for a specific SubAccounts/IB users.
- While an Organizational Role may be the same as an LMS role, the two are not connected. SubAccounts/IB users with a LMS role are not automatically created as a SubAccount/IB user.
What is the difference between an Organizational Role and SubAccount/IB user?
The Organizational Role is a type of role; the SubAccount/IB user account is an actual person. The Organizational Role is a template of reports; the SubAccount/IB user account is the specific credentialed account for IntelliBoard. The Organizational Role is assigned to a specific SubAccount/IB user.
For example, Dean Jane Smith is a specific SubAccount/IB user, who has the Organizational Role of Educational Dean. Dean Harold Jones is a specific SubAccount/IB user, who also has the Organizational Role of Educational Dean.
Step 1: Creating SubAccounts/IB users
An automated, step-by-step guide can be found inside IntelliBoard.net. Click "Self Help" (orange button) from you Homepage and then click "Creating SubAccounts/IB users [SETTINGS]".
- After logging on to IntelliBoard with the main subscription email, click Settings
- From Settings, click SubAccount/IB user
- From People, you can either create an individual SubAccount/IB user or import multiple SubAccounts/IB users. See directions for each type below.
CREATE AN INDIVIDUAL SUBACCOUNT/IB USER
- From People, click Create a New SubAccount/IB user.
- You must create an Organizational Role before creating a SubAccount/IB user.
- NOTE: Existing SubAccount/IB users can be edited and/or deleted after clicking the gear icon.
1: Organizational Role
Select the Organizational Role
2: First Name
First Name of SubAccount/IB user
3: Last Name
Last Name of SubAccount/IB user
4: Email
Email serves as the login credential for the SubAccount/IB user; the email must be unique.
5: Password
Create a temporary password; the SubAccount/IB user may change his/her password after she/he logs in in the Account Profile (top right corner).
6: Job Title
Job Title of Person
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/IB user you may do so here.
8: Reports
Click on the down arrow on the right side to expand the menu. The Report Category(ies) and individual reports assigned to the selected Organizational Role will automatically populate. If you need to edit this specifically for the SubAccount/IB user 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 selected Organizational Role will automatically populate. If you need to edit this specifically for the Person 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 "Homepage," click the yellow star by the Monitor name. See the image below. To review monitors, please click here.
Additional Details on Monitors for SubAccounts/IB users:
- 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 Person's "Homepage" by utilizing the yellow Star next to the Monitor Set.
IMPORT MULTIPLE SUBACCOUNTS/IB USERS
- From People, click Import SubAccount/IB user
- You must create an Organizational Role before creating a SubAccount/IB user
NOTE: Existing People can be edited and/or deleted after clicking the gear icon.
- From Import SubAccount/IB user(s), select LMS Type and 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: First name, Lastname, Email. (This has been marked in yellow in the example below.)
- At the maximum, enter information for all columns: First name, 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://us-app.intelliboard.net/settings/role/66, where 66 is the role ID. (Figure 1)
To find Connection ID, go to Import People > Import Import People > Assigned Servers. Right next to the Server in brackets will be an ID number. Enter the ID number before semicolon in the Excel document under assign_courses/assign_terms, etc. (Figure 2)
To find User ID, go to Site Administration > Users > Browse list of users > [Specific User] from the LMS system. At the end of the URL after "?id=" will be an ID number. Enter the ID number after semicolon in the Excel document under assign_users. (Figure 3)
To find Course ID, go to Site Administration > Courses > Manage courses and categories > [View action for Specific Course] from the LMS system. At the end of the URL after "?id=" will be an ID number. Enter the ID number after semicolon in the Excel document under assign_courses. (Figure 3)
To find Cohort ID, go to Site Administration > Users > Accounts > Cohorts > [Assign action for Specific Cohort] from the LMS system. At the end of the URL after "?id=" will be an ID number. Enter the ID number after semicolon in the Excel document under assign_cohorts. (Figure 4)
To find Category ID, go to Site Administration > Courses > Manage courses and categories > [Specific Category] from the LMS system. At the end of the URL after "?categoryid=" will be an ID number. Enter the ID number after semicolon in the Excel document under assign_categories. (Figure 4)
To find User Field ID, go to Site Administration > Users > Accounts > User profile fields > [Edit action for Specific Profile Field] from the LMS system. At the end of the URL after "?id=" will be an ID number. Enter the ID number after semicolon in the Excel document under assign_user_fields. Then enter "|" and add the specific profile field value (without any spaces). (Figure 5) - Save the document as a CSV file.
- Click Choose File (This is show in the yellow box in the image above).
Figure 1
Figure 2
Figure 3
Figure 4
Figure 5
- 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 People. For example, everyone will have the same Organizational Role, Password, Job Title, and Assigned Server. To further personalize, you'll need to enter the specific data in the CSV document.
- Click Submit
- IF YOU ENTERED THE MAXIMUM AMOUNT OF DATA, simply click Submit.
Step 2: Editing SubAccount/IB user's Permissions
After creating or importing SubAccounts/IB users, you can 1) Edit a SubAccount/IB user's Account Details; 2) Edit a SubAccount/IB user's Moodle Connection, Reports, and Monitors; or 3) Narrow a SubAccount/IB user's view of data by User(s), Course(s) and/or Cohort(s).
1) Edit a SubAccount/IB user's Account Details
Edit any personal information and/or reset the password. Make any adjustments and click save.
2) Edit a SubAccount/IB user'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/IB user can see here. Use the down arrows on the right hand side to expand the window. Make any adjustments and click save.
3) Narrow Permissions
Most importantly, a SubAccount/IB user'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/IB user site wide Moodle data. To limit the data by User(s), Course(s), Cohort(s), etc. follow the steps below:
- Select a specific SubAccount/IB user to edit
- From the SubAccount/IB user, click SubAccount/IB user Permissions
- This page looks similar to Moodle's Authorized User Page. In the top make sure the correct connection is selected. Lower you will see next sets of boxes: 1) Assigned Users, 2) Assigned Custom User Profile Fields, 3) Assigned Courses, 4) Assigned Categories and 5) Assigned Cohorts (or Totara Audiences)
- Click "Load Data" or simply use the search box (highlighted by the grey insert)
- To Assign User(s), CUPF(s), Course(s), Categories, or Cohort(s), highlight the item in the right box and use the arrows to move to the left box. Un-assign by using the arrows to move from the left box to the right box. LEFT BOXES = ASSIGNED TO SUBACCOUNT/IB USER; RIGHT BOXES = UNASSIGNED TO SUBACCOUNT/IB USER
- Assignments are automatically saved; click "Back to SubAccount/IB user" when complete
Important Notes on Permissions:
- When assigning USERS, the SubAccount/IB user will see all the User and the User's courses.
- When assigning CUSTOM USER PROFILE FIELDS, the SubAccount/IB user will see all the User and the User's Custom User Profile Fields.
- When assigning COURSES, the SubAccount/IB user will see the Courses and the User's inside the courses.
- When assigning CATEGORIES, the SubAccount/IB user will see the Courses in the Category and the User's inside the courses.
- When assigning COHORTS, the SubAccount/IB user 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 over-assign data.
- Reports built by SQL and MAX can be made available to Subaccounts/IB Users, but the information will not be filtered according to the permissions.
In the example above, Carlos Perez can only see 3 users (highlighted in blue) and the courses these users are enrolled in.
SUBACCOUNTS/IB USERS - OVERVIEW
- Export SubAccounts/IntelliBoard (IB) Users. Click on this button to download all your SubAccounts/IB User accounts as a CSV file.
- Organizational Role Filter. Filter your SubAccounts/IB User accounts by the Org. Role they assigned to.
- Search. Search for accounts by entering user's name or email.
- Delete Selected Account(s) IntelliBoard (IB) Users. Select required accounts by ticking the check mark near the account (last column), and delete selected accounts in one click.
- Deactivate user. Click on this icon to make user's account inactive.
- Log in as user. Click on this icon to log in as selected user without need to enter his/her credentials.
- User settings. Edit user if needed.
For additional assistance, please email helpdesk@IntelliBoard.net.