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This page explains how to use the Application Tracking tool, which contains daily updated data about Applications made to the University of York since 2011/12.

 


Contents:

 

 


Overview

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Data Terms contained in this Workbook

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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.

 

 

 

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.  

  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"

  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 '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 'Interactor'.

 

 

 

 

 

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 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.
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