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 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, 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.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.
- 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.
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 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.
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
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 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.
- 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)
Do not fill in the remaining fields. - Save the document as a CSV file.
- Click Choose File (This is show in the yellow box in the image above).
Figure 1
- 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.
SYNC PEOPLE
1) Go to Permit > People/ IntelliBoard (IB) Users > Sync People/ IntelliBoard (IB) Users.
2) Choose the connection for your IB user.
3) 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.
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 Canvas User email to sign in to the IntelliBoard with the Password that was provided.
5) Click Import.
Note: The permits of synchronized users cannot be changed directly from IntelliBoard settings but only from the LMS settings.
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; or 2) Edit a SubAccount/IB user's Blackboard Connection, Reports, and Monitors
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 Permissions
NOTE: This will be available only for SubAccounts/IB Users created manually. Synchronized accounts will get permissions automatically due to their permissions inside LMS system.
Most importantly, a SubAccount/IB user's view of data may be restricted to specific Course(s), User(s), Course Category(ies), and/or Semester(s). If you do not limit the data, it defaults to showing the SubAccount/IB user site wide data. To limit the data follow the steps below:
- Select a specific SubAccount/IB user to edit
- From the SubAccount/IB user, click SubAccount/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 Course Categories, 4) Assigned Semester
- Click "Load Data" or simply use the search box
- To Assign Course(s), User(s), Category(ies), or Semester(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 COURSES, the SubAccount/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 COURSE CATEGORIES, the SubAccount/IB user will see the Courses in the Category and the User's inside the courses.
- When assigning SEMESTER, the SubAccount/IB user will see the Courses in the Semester and the User's inside the courses.
- You may assign courses, users, course categories, and semesters (and any combination thereof), but be careful as to not over-assign data.
In the example above, Karen can only see 3 courses (highlighted in blue) and the users enrolled in these courses.
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 or click HERE.