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| − | =Creating Accounts (the Sync process)= | + | =How Users do the thing= |
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| − | ==Parental== | + | =How staff manage the thing= |
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| − | Before running the Sync Process, you should check that you have configured appropriate '''[[synchronisation rules]]''' to create accounts for parents and that the '''[[Preferences#User Creation|User Creation preferences]]''' are configured according to your requirements. <br> <br>
| + | ==Normal things== |
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| − | 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. <br> <br>
| + | ==New person thing== |
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| − | 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. <br> <br>
| + | =Configuration for the thing= |
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| − | 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. <br> <br>
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| − | 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. <br> <br>
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| − | ==Student==
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| − | [[Image:sync_students_window.png|thumb|The Student Synchronisation window]]
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| − | Student accounts can only be created by linking Insight to the Active Directory, which requires the additional module, '''[[AD links]]'''. <br> <br>
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| − | Once the AD Links page has been configured, check that you have configured appropriate '''[[synchronisation rules]]''' to create accounts for students. <br> <br> <br>
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| − | 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: <br> <br>
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| − | ''Manage > Preferences > User Creation'' <br>
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| − | There are settings here called: <br>
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| − | *'''Largest number of days in the future for admission dates of applicants''' <br>
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| − | This is the number of days after a student has gone off roll that they are still able to access their Insight account
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| − | *'''Date Of Leaving grace days before considered Off Roll''' <br>
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| − | This is the number of days before the student joins the school, in which they will be able to access their Insight account <br> <br> <br>
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| − | 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. <br> <br>
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| − | 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'''. <br> <br>
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| − | ==Staff==
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| − | To create staff accounts, click the '''Process''' button at the top right of the page then click '''Synchronise'''.
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| − | 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. <br> <br>
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| − | 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). <br> <br>
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| − | *'''Use SIMS credentials where possible''' <br>
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| − | 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. <br>
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| − | *'''Only add accounts where staff have a SIMS account''' <br>
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| − | This will prevent members of staff without SIMS accounts from logging in to Insight. <br>
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| − | *'''Synchronise teaching staff''' <br>
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| − | Enable this option if you want Insight to create accounts for teachers. <br>
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| − | *'''Synchronise non-teaching staff'''
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| − | Enable this option if you want Insight to create accounts for non-teachers. <br> <br>
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| − | Finally, click the '''Synchronise''' button and Insight will create accounts for staff, according to the options selected. <br> <br>
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| − | ===Single Sign On===
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| − | [[Image:trusted_authentication.png|thumb|A Trusted Authentication Account in SIMS]]
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| − | 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. <br> <br>
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| − | 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. <br> <br>
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| − | 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. <br> <br>
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| − | ''<nowiki>https://insight.myschoolwebsite.co.uk/insight/ADSSO.aspx</nowiki>'' <br> <br>
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| − | =Changing Usernames to Email Format (the Match process)=
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| − | 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. <br> <br>
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| − | 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: <br>
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| − | ''Manage > Preferences > User Creation > Never use emails as usernames'' <br> <br>
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| − | To run the Match process, click the '''Process''' button at the top right of the page then click '''Match'''. <br> <br>
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| − | You can then choose from the following two options: <br>
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| − | *'''Email-like usernames''' <br>
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| − | Only update an account if the username is already an email address
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| − | *'''All users''' <br>
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| − | Update all accounts <br> <br>
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| − | 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. <br> <br>
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| − | 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: <br>
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| − | ''Manage > Preferences > Email > Message to send when a username changes as a result of an email address change'' <br> <br>
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| − | =Automatic Overnight Synchronising and Matching=
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| − | 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. <br> <br>
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| − | 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. <br> <br>
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| − | 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). <br> <br>
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| − | When you have configured all of the tabs, click the '''OK''' button at the bottom right of the window. <br> <br>
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| − | 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. <br> <br>
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| − | =Finding a Specific Account=
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| − | ==Searching by student name==
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| − | 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 <u>similar</u> names. This is to help you find an account if you are not sure how exactly a pupil's name is spelled. <br> <br>
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| − | ==Searching by year group or reg group==
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| − | [[Image:find_user_by_year_group.png|thumb|Searching for all parental accounts linked to year 9 pupils]]
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| − | 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. <br> <br>
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| − | 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. <br> <br>
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| − | ==Searching by role==
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| − | [[Image:search_user_by_role.png|thumb|Searching for a user by Role]]
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| − | 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. <br> <br>
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| − | 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. <br> <br>
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| − | Click the filter button beneath the '''Priorities''' column and select '''Contains''', then type the name of the Role you are searching for. <br> <br>
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| − | =Logging into other users' accounts (Switching)=
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| − | 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) <br> <br>
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| − | [[Image:users_account_edit.png|450px]] <br> <br>
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| − | 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. <br> <br>
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| − | 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'''. <br> <br>
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| − | 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'''. <br> <br>
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| − | =Resetting Passwords=
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| − | 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) <br> <br>
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| − | [[Image:users_account_edit.png|450px]] <br> <br>
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| − | 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. <br> <br>
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| − | The '''Inform''' button will send the new password to the user via SMS and Email (assuming you have configured Insight to send emails and/or SMS messages). The message that Insight will used is defined via: <br>
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| − | ''Manage > Preferences > Email > Forgotten password message for Email'' <br>
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| − | ''Manage > Preferences > SMS > Forgotten password message for SMS'' <br> <br>
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| − | Note that Insight must be configured to send emails and/or SMS messages. The '''[[communication setup]]''' page explains the configuration that is required. <br> <br>
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| − | =Troubleshooting=
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| − | ==Parental accounts not created or not linked to all children==
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| − | Follow the instructions on this page to diagnose issues with parental accounts either not being created, or not being linked linked to some students: <br>
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| − | '''[[Troubleshooting parental accounts]]''' <br> <br>
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| − | ==Parental accounts cannot log in==
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| − | 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. <br> <br>
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| − | To activate an account, first select the account then click the dropdown arrow on the right of the '''Edit''' button, then click '''Activate'''. <br> <br>
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| − | [[Image:users_edit_activate.png|450px]] <br> <br>
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| − | 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). <br> <br>
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| − | ==Student accounts cannot log in==
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| − | [[Image:users_linked_vs_not_linked_AD.png|thumb|A student account linked to Active Directory compared to an account not linked]]
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| − | 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. <br> <br>
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| − | To link an account to AD, either:
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| − | #Enter an identifying number (Person_ID, ADNO, etc.) into the student's AD record and then perform a Sync (see above)
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| − | #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 <br> <br>
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| − | <!--
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| − | HOW TO PERFORM A PUPIL SYNC IF SCHOOL DOES NOT HAVE IDENTIFYING NUMBERS IN ACTIVE DIRECTORY
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| − | IT IS MUCH BETTER TO USE IDENTIFYING NUMBERS IN AD THAN TRYING TO DO THIS
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| − | Insight will scan the Active Directory, looking for students whose names match the name of students in SIMS. In Active Directory students can only have one forename and surname, whereas in SIMS students can have chosen names and/or legal names. Select whether you want Insight to check the Active Directory for students' legal names, chosen names, forename initials or a combination of the three.
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| − | If the sync finds more than one student in Active Directory with the same name (e.g. multiple John Smiths) then Insight will try to find a unique identifier as taken from the AD Links page. If this is not possible, Insight will create accounts for these students but the Insight accounts will not be properly linked to AD. These accounts need to be manually linked after the sync has finished.
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| − | Once the sync has finished you will need to identify all the pupils who have not been properly linked. To do this, type the name of the role you used for students in the Rolename filter. Type the domain (from the AD Links page) into the Username filter and then click the button next to it and select Doesn't Contain.
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| − | You should now see a list of all of the student accounts that have not been properly linked. One at a time, select the account, click the Edit Button, then click Link in the window that opens.
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| − | A list of the possible AD accounts will be shown. Either select the correct account or, if the correct account is not shown, use the search option to find the correct account from AD.
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