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Permit: SubAccounts/IB users (Part 2) - BB Learn LMS

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 Homepage and then click "Creating SubAccounts/IB users [SETTINGS]". 

Before you get started... 

  • Permit functionality begins with a Level 5 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 SubAccount/IB user. 
  • 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 must first be assigned an Organizational Role (a template of reports and monitors). After the SubAccount/IB user has been created the data that is permitted to a SubAccount/IB user may be limited by course.

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.edusfrances@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.
  • SubAccounts/IB users may access IntelliBoard data by logging on IntelliBoard.net. Blackboard Learn users may set up an LTI interface in Blackboard Learn for SubAccounts/IB users.
  • The same Organizational Role can be assigned to different SubAccounts/IB users.
  • The Organizational Role template can be further edited for a specific SubAccount/IB user. 
  • While an Organizational Role may be the same as a Blackboard Role, the two are not connected.  People with a Blackboard 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 is an actual person. The Organizational Role is a template of reports; the SubAccount/IB user 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 has 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 Permit
  • From Permit, click SubAccounts/IB users
  • From SubAccounts/IB users, 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 SubAccounts/IB users, click Create a New SubAccount/IB user
  • You must create an Organizational Role before creating a SubAccount/IB user
  • NOTE: Existing SubAccounts/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 the SubAccount/IB user 

4: Email

Email serves as the login credential for the SubAccount/IB user; the email must be unique.  In order for Blackboard Learn users to use the LTI function to see his/her SubAccount/IB user, the Blackboard Learn user email and the SubAccount/IB user email must match.

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 SubAccount/IB user. 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 selectedOrganizational Role will automatically populate. If you need to edit this specifically for the SubAccount/IB user 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 SubAccount/IB user's "Homepage" by utilizing the yellow Star next to the Monitor Set.

 IMPORT MULTIPLE SUBACCOUNTS/IB USERS

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

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  • 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: 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. (Figure 1) 
    To find Connection ID, go to Import SubAccounts/IB users > Import SubAccounts/IB users > Assigned Servers. Right next to the Server in brackets will be ID number. Enter the ID number before semicolon in the Excel document under assigned_courses/assigned_terms. (Figure 2) 
    To find the specific Course ID, go to your Blackboard LMS. Choose the specific Course. The Course ID can be found in the URL: 
    https://bd-partner-a- ultra.blackboard.com/ultra/courses/_2133_1/outline, where 2133 is course ID. (Figure 3)
    To find the specific Term ID, go to Admin > Courses > Terms from your Blackboard LMS. Hover over the number of courses in specific Term. The Term ID can be found in the URL that will appear in the left bottom corner. (Figure 3)
  • 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

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  • 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/IB users. 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.

IMPORT SUBACCOUNTS/IB USERS FROM LMS 

1) Go to Permit > Import SubAccount/IB user form LMS. 

2) Chose the connection for your SubAccount/IB user.

3) Under Default Values: Select the organizational Role for your SubAccount/IB user, Create Password that will be used by your SubAccount/IB user to login into IntelliBoard; Job Title of your SubAccount/IB user. 

4) Select the User from Total LMS Users. You can choose one or multiple users and they all will assigned with the same Organizational Role, Password and Job Title (as was chosen in the Default Values). All users selected will be using their Blackboard User email to sign in to IntelliBoard with the Password that was provided.

5) Click Import

Step 2: Editing SubAccounts/IB users 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 Blackboard Connection, Reports, and Monitors; or 3) Narrow a SubAccount/IB user's view of data by Course(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  Connection, Reports, and Monitors

Blackboard 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 a SubAccount/IB user's view of data by Course(s) 

Most importantly, a SubAccount/IB user's view of data may be restricted to specific Course(s). If you do not limit the data, it defaults to showing the SubAccount/IB user site wide data. To limit the data by Course(s) follow the steps below:

  • Select a specific SubAccount/IB user to edit
  • From the SubAccount/IB user, click SubAccount/IB user Permissions
  • You will see Assigned Courses(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.  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

For additional assistance, please email helpdesk@IntelliBoard.net

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