Page Comparison

1. Applications Overview

In theory, users' access to Tableau Server is automatically updated (overnight) following the equivalent changes to the MI Gateway:

• New Users - when created on the MI Gateway should be automatically added to Tableau (in groups matching their MI Gateway access categories) and licensed as "interactors"
• Modified Users - when added to new category access levels or removed from existing ones on the MI Gateway , should automatically be added to / removed from the appropriate Tableau groups
• Deleted Users - when removed from the MI Gateway should be automatically deleted from Tableau.

If change of access is required immediately then the Tableau Server steps (below) should be performed manually.  Otherwise by the following day the changes should have replicated through to Tableau Server.

  AnchorcheckcheckTo establish whether or not a person already has access to Tableau Server

2. By Department: 

1. Open Tableau Server and navigate to "All Users"

2. In the "Filters" box, enter the person's user name (or surname)

3. If the user does not appear, this means they have no access to Tableau Server.

4. Otherwise, look at the user's 'License Level':

   1. Interactor - can access Tableau Server; 

   2. Unlicensed -  no access

   3. Viewer - shouldn't be used as doesn't allow use of filters

5. Click on 'Site Users' tab

6. Select the user (at the top of the screen) and click on 'Group -' to show which groups the user can access (these directly relate to MI Gateway access categories).

   1. NB do not actually remove any of these groups

3. UG by Programme: 

1. Open Tableau Server and navigate to "All Users"

2. Image Added

    

3. Compare the list of groups you've added the new user to by clicking on "Group -" (don't actually remove the groups!)

4. PG by Programme: 

1. Open Tableau Server and navigate to "All Users"

   Image Removed

2. In the "Filters" box, enter the person's user name (or surname)

3. If the user does not appear, this means they have no access to Tableau Server, so add them:

   1. Click on "Add" at the top of the screen

   2. Enter the username, select "interactor" and click on OK (you can set up publisher rights here but most users don't require this)

   If the user requested specific MI Gateway categories (ignore subcategories), one group should be added for each category:

   1. Click on 'Group +'
   2. Click on 'More'
   3. Start typing in the name of the category (e.g. 'Student Recruitment'... and as you are typing some options should appear)
   4. Unless explicitly requested, choose the 'normal' version of the category group - not the '[download]...' version.
   5. Press OK to finish
4. If modelling the user access levels on another staff member:
   
   1. search (under Filters) for the user you're modelling, then click on "Group -"... 
   2. and note down the groups they are a member of (don't actually remove the groups!")
   3. search (under Filters) for the (new) user you're updating
5. Click on  Image Removedand then clear the user name of the user you were modelling (leaving the new users selected). 
   
   1. Image Removed
6. Click on Group + and, one at a time, add all the groups you noted down from the user you're modelling.  This will add the groups to all selected users (e.g. if you are setting up more than one) 
   
   1. NB if the group you need isn't visible, click on "More".
      Image Removed 
7. Compare the list of groups you've added the new user to by clicking on "Group -" (don't actually remove the groups!)

1. .

2. Otherwise, click on 'License User' and choose 'Unlicensed'.

5. Domicile Report: 

1. Open Tableau Server and navigate to "All Users"

2. In the "Filters" box, enter the person's user name (or surname)

3. If the user does not appear, this means they have no access to Tableau Server.

4. Otherwise, click on 'License User' and choose 'UnlicensedInteractor'.

anchor 

restore restoreTo restore a person's access to Tableau Server:

6. Conversion Trends:

1. NB Only use this process for users who have left employment with the university and are not expected back (otherwise user the Application Tracking - Guidance Notes process)

2. Open Tableau Server and navigate to "All Users"

3. In the "Filters" box, enter the person's user name (or surname)

4. If the user does not appear, this means they have no access to Tableau Server.

5. Otherwise, click on 'License User' and choose 'Interactor'Delete.

7. End-of-Cycle Table:

1. NB Only use this process for users who have left employment with the university and are not expected back (otherwise user the Application Tracking - Guidance Notes process)

2. Open Tableau Server and navigate to "All Users"

3. In the "Filters" box, enter the person's user name (or surname)

4. If the user does not appear, this means they have no access to Tableau Server.

5. Otherwise, click on Delete.