Accessing and managing CBI security groups

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Accessing security group management tools in the BIM

To access the security group management tools in the Business Intelligence Manager (BIM) site:

  1. Navigate to https://bim.bi.iu.edu/ and provide the necessary authentication credentials.
  2. In the pane on the left, under "Manage Options", expand "Security Management" by clicking the plus sign to the left of the folder name.
    Note:
    If the pane on the left is collapsed and you don't see the "Manage Options" heading, click either >> or Manage Options on the left edge of the page.
  3. Below "Security Management", click Manage Access.

The pane on the right will be populated with search criteria for the BIM security groups.

Security group types

Most users will only need to work with three types of security groups in the BIM:

  • BI Center Access: This security group type controls who can publish reports for a particular business unit.
  • CBI Consumer Production: This security group type controls who can view reports in the production environment for a particular business unit.
  • CBI Consumer Tester: This security group type controls who can view reports in the test environment for a particular business unit.

Finding BI Centers

Viewing all the BIM security groups

To view all the BIM security groups, click the Security Types drop-down menu, and then select All Security Types. The "Manage Access" pane will be populated with all the BIM security groups.

Using drop-down menu options

Different drop-down menu options will be valid depending on which type of security group you choose from the Security Types drop-down menu.

For instance, if you select BI Center groups from the Security Types drop-down menu, only the "Find:" box will be useful; you don't need to make any selections from the other drop-down menus. However, if you select either of the Consumer groups from the Security Types drop-down menu, then you may want to make selections from the All Campuses, All Subject Areas, or All Data Security Group Type drop-down menus, too.

Using the find feature

To use the find feature, type a string of characters in the "Find:" text box and then scroll down through the listed security groups. Your string will be highlighted in yellow wherever it appears. You should be able to find most security groups using this feature and the four-letter code for your department.

Filtering your results

If you know the campus and subject code associated with the data displayed in your reports, you can filter the consumer security groups using that information.

For example, if you set the Security Types drop-down menu to All Security Types, the All Campuses drop-down menu to IUPUI, the All Subject Areas drop-down menu to General Ledger, and the Security Group Type drop-down menu to All Data Security Group Type, you'll find all groups associated with general ledger data for the Indianapolis campus.

Group not found

Many of the original security groups that control access to reports in the BIM cannot be edited from within the BIM. This means that it's possible you will not find the particular security group you need to modify. If this happens, fill out the EDSS Support Form and describe the necessary changes.

Editing a security group

When you've found the security group you need to modify, to edit the members of the group:

  1. In the "Actions" column on the far right, click Edit.
    Note:
    If you don't see the Edit button, you are not an owner or an owner delegate for the group. Click Details to find out who the owners and owner delegates are, and contact them about the changes you wish to make.
  2. To remove users:
    1. In the "Edit" dialog box, find the names of any users you want to remove, and check the boxes to the left of those users' names.
    2. Click Remove Users.

    To add users:

    1. In the text box above the Add Users button, enter each user's IU username. To add multiple users, separate their usernames with a comma.
    2. Click Add Users.
  3. At the bottom of the "Edit" dialog box, click Submit. You may need to scroll down to see this button.
    Note:
    No users are actually removed from or added to the security group until you click Submit.

Security group eligibility

Users who have not completed the Acceptable Use Agreement cannot be added to BIM security groups.

If you click Submit to add users to your group but some of the users you're adding have not completed the Acceptable Use Agreement, you'll see an error message listing those who have not done so. Manually remove these users from the text box before you resubmit your request. Users can go to the Acceptable Use Agreement task in One.IU to complete it.

Students are not eligible to complete the Acceptable Use Agreement. Should you need to add a student to a BIM security group, fill out the EDSS Support Form and describe the necessary change.

Data manager approval

After you submit your request, it may be routed to a data manager for approval, depending on the type of security group involved. There are two types of security groups in the BIM: departmental and enterprise. No approval routing occurs for departmental groups; only enterprise groups are routed for approval. To determine a group's type, go to the "Manage Access" pane, and then, in the "Action" column at the far right of the group name, click Details.

BI Center Access security group changes are not routed for approval, but Consumer Group changes are routed, if the group is an enterprise group.

Requests are routed to all data managers assigned to the campus/subject area for the data associated with the security group. When a request is submitted, data managers receive an email with a link to the request. After they click the link, they'll see information about the request along with the option to approve or disapprove it. Routing occurs via Kuali Rice workflow.

Checking the status of a request

To determine the status of a request:

  1. Log into One.IU and search for document search.

    Alternatively, log into https://apps.iu.edu/kr-prd/workflow/documents/search directly.

  2. In the "Document Type" field, enter CBI.AddRemoveSecurityGroupUsers, the request type for CBI security group changes.
  3. In the "Initiator" field, enter the IU username of the person who submitted the request.
  4. Click Search.

This is document akjw in the Knowledge Base.
Last modified on 2016-09-15 11:53:56.

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