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 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) IB user (Credentialed Access and Data Set Permissions).
- You must create an Organizational Role BEFORE creating an IB user account.
- Details on Organizational Roles (Part 1 of Permit) may be found here.
What is a IB user Account?
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, an IB user account is a credentialed account for an individual person to access IntelliBoard.net. An email address serves as the unique identifier for credentialing purposes. An 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 IB user account, 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 IB user account, hjones@exampleemail.edu. sfrances@exampleemail.com and hjones@exampleemail.edu are the IB user accounts.
Important Notes:
- IB user accounts are credentialed using an email address; the email address is the unique identifier. You may only use an email once for IntelliBoard.
- IB user accounts may access IntelliBoard data by logging on IntelliBoard.net. Canvas users may set up an LTI interface in Canvas for SubAccounts.
- The same Organizational Role can be assigned to different IB user accounts.
- The Organizational Role template can be further edited for a specific IB user accounts.
- While an Organizational Role may be the same as a Canvas Role, the two are not connected. People with a Canvas role are not automatically created with a IB user accounts.
What is the difference between an Organizational Role and IB user accounts?
The Organizational Role is a type of role; the IB user accounts are an actual person. The Organizational Role is a template of reports; the IB user account is the specific credentialed account for IntelliBoard. The Organizational Role is assigned to a specific IB user account.
For example, Dean Jane Smith is a specific IB user account, who has the Organizational Role of Educational Dean. Dean Harold Jones is a specific IB user account who also has the Organizational Role of Educational Dean.
Step 1: Creating IB user Accounts
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 IB user
- From IB user, you can either create an individual IB user or import multiple IB user Accounts. See directions for each type below.
CREATE AN INDIVIDUAL IB USER ACCOUNT
- From People, click Create a New IB user
- You must create an Organizational Role before creating an IB user Account
- NOTE: Existing 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 IB user
3: Last Name - Last Name of the IB user
4: Email - Email serves as the login credential for the Person; the email must be unique. In order for Canvas users to use the LTI function to see his/her IB user account, the Canvas user email and the IB user email must match.
5: Password - Create a temporary password; the IB user account may change his/her password after she/he logs in in the Account Profile (top right corner).
6: Job Title - Job Title of IB user account.
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 IB user account 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 IB user account 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 IB user account 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.
Additional Details on Monitors for IB user Accounts:
- 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 IB user Account's "Homepage" by utilizing the yellow Star next to the Monitor Set.
IMPORT MULTIPLE IB USER ACCOUNTS
- From IB user, click Import IB user
- You must create an Organizational Role before creating an IB user
- NOTE: Existing IB user Account can be edited and/or deleted after clicking the gear icon.
- From Import IB user, 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 IB user> Import IB user > 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 User ID, go to Admin > [Specific Account] > IB user > [Specific User] from the LMS system. At the end of the URL after "/users/" 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 Admin > [Specific Account] > Courses > [Specific Course] from the LMS system. At the end of the URL after "/courses/" will be an ID number. Enter the ID number after semicolon in the Excel document under assign_courses. (Figure 3)
To find Account ID, go to Admin > [Specific Account] > Sub-Accounts > [Specific Sub-Account] from the LMS system. At the end of the URL after "/accounts/" will be an ID number. Enter the ID number after semicolon in the Excel document under assign_accounts. (Figure 4)
To find Term ID, go to the database for the LMS system and find the Terms table. At the start of the table will be an ID column with numbers. Enter the ID number of needed Term after semicolon in the Excel document under assign_terms. (Figure 4) - 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
- 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 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.
SYNC PEOPLE
1) Go to Permit > People/ IntelliBoard (IB) Users > Sync People/ IntelliBoard (IB) Users.
2) Choose the connection for your IB user.
3) Choose the sub-account type: it is possible to choose between teacher and sub-account admin. Right now we recognize sub-account admins in the sync that have All Course Permissions selected or with the following permissions: 1. Analytics View Pages 2. Grades - view all grades 3. Course View. If those three are selected, the sub-account is recognized in the admin sync.
4) Under Default Values: Select the organizational Role for your IB user, Create Password that will be used by your IB user to login it to the IntelliBoard; Job Title of your IB user.
5) 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 Canvas User email to sign in to the IntelliBoard with the Password that was provided.
6) Click Import.
Note: The permits of synchronized users cannot be changed directly from IntelliBoard settings but only from the LMS settings.
Step 2: Editing IB user Permissions
After creating or importing IB users, you can 1) Edit a IB user's Account Details; 2) Edit a IB user's Canvas Connection, Reports, and Monitors; or 3) Narrow a IB user's view of data by Course(s).
1) Edit a IB user's Account Details
Edit any personal information and/or reset the password. Make any adjustments and click save.
2) Edit a IB user's Connection, Reports, and Monitors
Canvas Connections, Reports, and Monitors will be automatically populated by the assigned Organizational Role. You may further personalize what the 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
NOTE: This will be available only for IB Users created manually. Synchronized accounts will get permissions automatically due to their permissions inside LMS system.
Most importantly, an IB user's view of data may be restricted to specific Course(s), User(s), Sub-Account(s) and/or Term(s). If you do not limit the data, it defaults to showing the IB user site wide data. To limit the data follow the steps below:
- Select a specific IB user to edit
- From the SubAccount/IB user, click IB user Permissions
- In the top make sure the correct connection is selected. Lower you will see next sets of boxes: 1) Assigned Courses, 2) Assigned Users, 3) Assigned Sub-Accounts, 4) Assigned Terms
- Click "Load Data" or simply use the search box
- To Assign Course(s), User(s), Sub-Account(s), or Term(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 IB USER; RIGHT BOXES = UNASSIGNED TO IB USER
- Assignments are automatically saved; click "Back to IB user" when complete
Important Notes on Permissions:
- When assigning COURSES, the IB user will see the Courses and the User's inside the courses.
- When assigning USERS, the IB user will see all the User and the User's courses.
- When assigning SUB-ACCOUNTS, the IB user will see the Users in the Sub-Accounts, Courses in the Sub-Accounts and the User's inside the courses.
- When assigning TERMS, the IB user will see the Courses in the Terms and the User's inside the courses.
- You may assign courses, users, sub-accounts, and terms (and any combination thereof), but be careful as to not over-assign data.
In the example above, Sarah can only see 3 courses (highlighted in blue) and the users enrolled in these courses.
IB USERS - OVERVIEW
- Export IntelliBoard (IB) Users. Click on this button to download all your IB User accounts as a CSV file.
- Organizational Role Filter. Filter your 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.