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Permit: A Summary & FAQs

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. 

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. 

What is an Organizational Role?

Details on Organizational Roles (Part 1 of Permit) may be found here. 

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 Organizational Roles [SETTINGS]".

As the first component of Permit and designed by the IntelliBoard Admin, an Organizational Role is a template of reports and monitors designed for a specific type of group/role of people within an organization.   An Organizational Role is then assigned to a SubAccount (credentialed account for an individual person). 

For example, District Managers may need reports and monitors related to course enrollments, revenue and completion.  Educational Deans may need reports and monitors related to learner progress and instructor performance.   District Manager and Educational Dean are both Organizational Roles.   

Important Notes:

  • 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. 

What is an SubAccount?

Details on SubAccounts (Part 2 of Permit) may be found here. 

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]". 

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 servers 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.edu.  sfrances@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. 

How do I limit the Reports and Monitors a SubAccount can see?

You design the Organizational Role to include the reports and monitors a type of person can see.  An Organizational Role is then assigned to a specific person who is the SubAccount.  You can further edit the SubAccount's reports and monitors using the Organizational Role as the baseline for reports and/or monitor sets.

How do I limit the Data (Users, Courses, and/or Cohorts) a SubAccount can see? 

After you have created an Organizational Role and a SubAccount, you can limit the data the SubAccount can review in his/her account.

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

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