Managing Users, Permissions, and Security

Creating User Accounts

To create a user:

1. Click the gear icon in the Navigation menu, then click Users.
2. Click the plus icon in the upper-right corner. 
3. Enter the user’s name, email address, and segment (if applicable), then use the toggle to denote active status.
4. Enable the appropriate permissions:
   • Analyze: allow users to segment populations, understand individual students, and run What-if, Sensitivity, Matrix, Scenario reports to simulate the impact of decisions.
   • Monitor: allow users to select, view, and create dashboards or snapshots to track your institution’s predictions and progress toward goals.
   • Reference: allow users to view model performance.
   • Strategize: allow users to use guided workflows to complete common tasks, including identifying at-risk students, simulating appeals, analyzing financial aid impacts, and planning upcoming travel.
   • Admin: allow users to set permissions and access for other users.
   • Data: allow users to share files with the Othot team and view files used in daily predictions.
5. Click Save.

Creating User Groups

If multiple members of your organization are likely to need similar views or be assigned the same task, add them to a group to save time when selecting users. To create a new user group:

1. Click the gear icon in the Navigation menu, then click User Groups.
2. Click the plus icon in the upper-right corner. 
3. Enter a Name and Description for the user group, then use the toggle to denote active status.
4. If appropriate, select any variables to hide from the group.
5. Click Assigned Users, then select each user to include in the group.
6. Click Save. 

Updating Security Settings

Users with the Users & Security permission enabled can make these changes across their division.

1. Click the gear icon in the Navigation menu, then click Security.
2. Enter the desired values for the following settings:
   • The number of incorrect password attempts before your user's account is locked out.
   • The number of previous passwords that can be reused.
   • The number of days until your password expires.
   • The number of days without login before your password expires.
   • The number of minutes that you can be inactive before being logged out.
   • All allowed domains for user creation.
   • Emails to receive the integration notice.
   • Toggle to denote integration disabled status. 

3. Click Save.

Adding Variable Grouping Buckets

Grouping buckets allows you to compartmentalize data within a variable. You can create grouping buckets for any variables being assessed. For example, you might add a variable grouping to a GPA with buckets to denote scores below 3.00, between 3.00 and 3.50, and above 3.50 to compartmentalize students for assessment. To create a grouping bucket for a specific variable: 

1. Click the gear icon in the Navigation menu, then click Variable Grouping.
2. Click the Plus icon in the upper right corner.
3. Select the product and variable, then enter a description. 
4. Click the Grouping tab, click Create New. 
5. Enter a name, define the numeric range, then click Save. 
6. Repeat steps 4 and 5 to add additional grouping buckets. 
7. Click Save. 

The Low and High values for these variable groups will override the default values in your report grids.

Adding Dashboard Filters

Dashboard filters allow you to focus your visualizations on specific variables when personalizing a dashboard. Variables cannot be used as a dashboard filter until they are enabled by an Admin. To create a dashboard filter: 

1. Click the gear icon in the Navigation menu, then click Dashboard Filters.
2. Click the chevron next to the Product you would like to change the filters for. 
3. Click each field to add or remove the data from the dashboard(s).
4. Click save. 

Adding Dashboard Tags

Dashboard tags allow you to label each dashboard with a purpose or population, making it easier to organize and use them together. For example, you might create a dashboard tag for transfer students to label all your dashboards with relevant insights for transfer students. On the monitor page, you can filter dashboards by tag. To add a dashboard tag:

1. Click the gear icon in the Navigation menu, then click Dashboard Tags.
2. Click the Plus icon in the upper right corner.
3. Choose a product, and enter a name and description for the tag. 
4. Click Save. 

Users can add a tag while editing or building a dashboard by clicking the plus icon next to the Add Tag(s) field.