User management

From InsightWiki
(Redirected from Users)
Jump to: navigation, search

Creating Accounts (the Sync process)

To manually create accounts for admin staff or to run the Sync process, users require the following role option:
Accounts > Users > Allow user synchronisation (On)

Parental

Before running the Sync Process, you should check that you have configured appropriate synchronisation rules to create accounts for parents and that the User Creation preferences are configured according to your requirements.

Once you are happy with the Synchronisation Rules and the User Creation Preferences, click the Process button at the top right of the page then select Synchronise. A window will appear.

Enable the Set the new users' activated status as 'Activated' option and select Parental, then click Synchronise. Insight will then scan every contact in SIMS. This may be considerably higher than the number of students you have on roll.

Once the sync has started you can continue using other areas of Insight or close the browser; the sync will continue in the background. If you do leave the Users page and then want to know how much progress has been made, go back to the Users page then click Process > Synchronise select the Track option.

Once parents' accounts have been created, you can use the password notification page to either send the usernames and passwords to parents (by email, SMS or letter), or download the information for your own mail merge.

Student

The Student Synchronisation window

Student accounts can only be created by linking Insight to the Active Directory, which requires the additional module, AD links.

Once the AD Links page has been configured, check that you have configured appropriate synchronisation rules to create accounts for students.


By default Insight will not create accounts for students who are leavers or pre-admission. If you would like accounts to be created for these students, go to:

Manage > Preferences > User Creation
There are settings here called:

  • Largest number of days in the future for admission dates of applicants

This is the number of days after a student has gone off roll that they are still able to access their Insight account

  • Date Of Leaving grace days before considered Off Roll

This is the number of days before the student joins the school, in which they will be able to access their Insight account


Finally run the Sync Process to create accounts for students. To do this click the Process button at the top right of the page then select Synchronise. A window will appear.

The option at the top of the window reads Set the new users' activated status as 'Activated'. Enable this if you want the students to be able to log in to Insight immediately. Next select the Students option. Leave the 3 checkboxes unticked then click Synchronise.

Pre-Admissions and Leavers

By default Insight will not create accounts for students or parents who are leavers or pre-admission. These settings apply to both student accounts, and also to parental accounts linked to the relevant students. If you would like accounts to be created for these students, go to:
Manage > Preferences > User Creation

There are settings here called:

  • Largest number of days in the future for admission dates of applicants

This is the number of days after a student has gone off roll that they are still able to access their Insight account

  • Date Of Leaving grace days before considered Off Roll

This is the number of days before the student joins the school, in which they will be able to access their Insight account

Staff

To create staff accounts, click the Process button at the top right of the page then click Synchronise.

The option at the top of the window reads Set the new users' activated status as 'Activated'. Enable this if you want the staff to be able to log in to Insight immediately. If you do not enable this option, then staff accounts will be deactivated, meaning they cannot log in until the accounts are activated at a later time.

Select the Staff option and more options will appear in the window. Select the role that you want to give to the staff accounts from the dropdown (see the roles page for further information about roles).

  • Use SIMS credentials where possible

This option allows staff to use their SIMS login details to log in to Insight. The alternative is for Insight to create a new username and password for staff.

  • Only add accounts where staff have a SIMS account

This will prevent members of staff without SIMS accounts from logging in to Insight.

  • Synchronise teaching staff

Enable this option if you want Insight to create accounts for teachers.

  • Synchronise non-teaching staff

Enable this option if you want Insight to create accounts for non-teachers.

Finally, click the Synchronise button and Insight will create accounts for staff, according to the options selected.
Note that if a staff member is also a parent then they will have two accounts created, one as a staff member and another as a parent.

Single Sign On

A Trusted Authentication Account in SIMS

Insight is capable of Single Sign On (SSO) so that staff do not need to log in to Insight, as long as they are logged in to the school network via Active Directory. Staff must also have Trusted Authentication logins for SIMS.

SSO requires Insight to be linked to the Active Directory, which requires the additional module, AD links. Staff must have their Person_ID number stored in the EmployeeID field of their AD record. Instructions for performing this task are found on the AD links page.

Once the above conditions have been satisfied, staff should use the ADSSO.aspx page of Insight to login when they are connected to the school network, e.g.

https://insight.myschoolwebsite.co.uk/insight/ADSSO.aspx

Changing Usernames to Email Format (the Match process)

Each user in Insight has a username and an email address. Sometimes a user will change their email address, and you may want their username to also change, so that it matches their new email address. Insight can update users' usernames in bulk using the Match process.

Note that the Match process will not be available if you have configured Insight to not email addresses to be used as email addresses. The setting for this is found via:
Manage > Preferences > User Creation > Never use emails as usernames

To run the Match process, click the Process button at the top right of the page then click Match.

You can then choose from the following two options:

  • Email-like usernames

Only update an account if the username is already an email address

  • All users

Update all accounts

Note that no two accounts can have the same email address or the same username. This may prevent the Match process updating a account's username.

Once a user's username has been updated, they will receive an email telling them what has happened. You can define the message Insight uses via:
Manage > Preferences > Email > Message to send when a username changes as a result of an email address change

Automatic Overnight Synchronising and Matching

Insight can be configured to automatically perform the Sync and/or Match process overnight. To enable this, click the Process button at the top right of the page then select the Automate option.

Firstly enable the Enable Automatic Synchronisation option and set the Earliest synchronisation time option to the time that you would like the process to run.

There are four tabs at the bottom of the window, corresponding to the different types of accounts that can be created in Insight. Each tab contains various options, which are identical to the options available when manually running a the Synchronisation process (see Section 1 above for further information).

When you have configured all of the tabs, click the OK button at the bottom right of the window.

The Automate feature requires the KeepAlice service to be running on the IIS server hosting Insight. See the KeepAlive page for further information regarding this service.

Finding a Specific Account

Searching by student name

Type the student's name into the search bar at the top right of the page then click the magnifying glass button or press enter. Insight will show a list of accounts that are linked to students with similar names. This is to help you find an account if you are not sure how exactly a pupil's name is spelled.

Searching by year group or reg group

Searching for all parental accounts linked to year 9 pupils

The Sorting column shows the year group and reg group of each student that a parental account is linked to. The first two characters are always 0. The next two characters show the pupil's year group and the final two characters show the pupil's registration group. For example, if a parent has a year 9 pupil in reg group 9F, the sorting string will read: 00099F.

You can use this to find all of the parents of specific pupils. For example if you type 0009 into the sorting column filter, the Users page will show you all of the parental accounts linked to year 9 pupils.

Searching by role

Searching for a user by Role

The Priorities column shows the Roles given to each parental account. A parental account that is linked to multiple students can have different roles e.g. full access for their own child and limited access for their step-child.

You can log in to a parent's account without knowing their password (see the Match section below) which is useful when you want to test a user's view in Insight. The Role assigned to an account affects what the account is able to see and do, so you may need to find an account with a specific role.

Click the filter button beneath the Priorities column and select Contains, then type the name of the Role you are searching for.

Logging into other users' accounts (Switching)

You can log into a user's account without know their login details, so that you can see Insight from their perspective. To do this, first find the account that you want to log in to. Click on the account to select it. Click the Edit button (the left side of the button, not the arrow on the right)

You will be taken to a new page. Click the Switch button at the top left of the page to log in to the user's account.

When you have logged into a user's account, you can get back to your own account by clicking on the username at the top right of the page then selecting Revert.

When you have reverted back to your own account, you will no longer see a Log Out option after clicking on your own username (at the top right of the page). To log out you can either close the browser or Switch to another user's account and logout by clicking their username then selecting Log Out.

Resetting Passwords

Parental Accounts

Users can remind themselves of their password from the Insight login page. You can manually reset a user's password if you decide it is necessary for any reason. To do this, first find the account that you want to log in to. Click on the account to select it. Click the Edit button (the left side of the button, not the arrow on the right)

You will be taken to a new page. Click the Reset password button then click the Save button at the top right. You will be taken back to the Users page and the new password will appear in a new window.

The Inform button will send the new password to the user via SMS and Email. The message that Insight will used is defined via:
Manage > Preferences > Email > Forgotten password message for Email
Manage > Preferences > SMS > Forgotten password message for SMS
(See the Passwords page for more information about configuring these messages)

Note that Insight must be configured to send emails and/or SMS messages. The communication setup page explains the configuration that is required.

Admin

The password for the admin password can be reset if required. In order to reset the admin password you must have access to the IIS server that hosts Insight.

Log on the the server and run an Insight service pack. Click on the Utilities menu item in the service pack then select the Reset administrator password option. You will be prompted to enter a passcode, which you can obtain by contacting the TASC helpdesk. Once you enter the passcode into the service pack, the admin account password will be reset to "password".

Troubleshooting

Parental accounts not created or not linked to all children

Follow the instructions on this page to diagnose issues with parental accounts either not being created, or not being linked linked to some students:
Troubleshooting parental accounts

Parental accounts cannot log in

First find the account that is experiencing the issue. Check that a tick appears in the Active column; an inactive account cannot log in to Insight.

To activate an account, first select the account then click the dropdown arrow on the right of the Edit button, then click Activate.

Users edit activate.png

If the account is active then the user has not entered the correct login details. You might consider resetting the user's password for them (see Resetting Passwords, above).

Student accounts cannot log in

A student account linked to Active Directory compared to an account not linked

First find the account of the student who cannot log in. The username of the account should an @ symbol; if this is not true then the student's Insight account has not been linked to the Active Directory.

To link an account to AD, either:

  1. Enter an identifying number (Person_ID, ADNO, etc.) into the student's AD record and then perform a Sync (see above)
  2. Select the student's account and click Edit which will take you to a new page. Click the Link button on this page then search for the AD record