User Management App
- Nancy Nguyen
Our new User Management App enables districts to see who has access to DataZone Analytics, make changes to access permission for existing users, and add new individual users as needed. Changes may take up to 24 hours to take effect. You can view an overview video for User Management on our online video library here: DataZone Support - Video Library.
NOTE: For bulk assignments, please use this process for User Access here and attach it to a ticket. Keep in mind that access listed on the spreadsheet will override any customization of access you have previously assigned through User Management if they are different on the spreadsheet. In these instances, you can update the user permissions through User Management. If you need a list of your users and their current roles, please submit a ticket and our support team can help pull that for you.
Accessing the User Management App
To access the User Management (UM) App, you can select it from the DataZone landing page after you log in or from the Apps drop down menu. It is initially only enabled for DataZone Leads.
Search for District Users
By default, all users in your district are displayed on this page. You can search for specific district users by email, first name, last name, or status.
Search Descriptions
User Name, First Name, and Last Name - Type in part of a user’s email to search through all users. All users are displayed by default. To clear the text box and display all users again, click on the
.
Status - Click in the box to filter by Active or Inactive. Both are shown by default.
Sort
- For any column fields with an arrow , you can click on it to sort in ascending or descending order by date or alphabetically.
View User Account
Select one of the options to the right of a user’s name. The View option will display the user profile page that shows:
What applications the user has access to (K12 Analytics, Service Link, and Assessments App)
What status the user is in (active/inactive)
Which school sites the user has access to (allows DataZone Administrator to add/remove schools for each user)
What access role the user has to the sites
the user activity log (last login, activity)
Add a New User
You can add a new user by clicking on the Add New User button, entering the fields for first name, last name, selecting a role, and clicking on the checkbox to make the user active.
Once the new user is created, you can search for the user to view their current role and access to apps and sites. Click on View to give them access to the app(s), give them a role, and to add schools. If giving a user district access, there is an option to Select All rather than clicking on each individual school.
Change Role Granted for Apps
For existing users, you can search for the user and click on View. From the user’s profile, you can add an app by clicking on the + symbol or update the role for an app using the drop down menu next to each app already added for the user.
User Management App Assignment
DataZone Leads can request UM app access for select district designees by submitting a support ticket. Please keep in mind that anyone with access to UM can override changes made by another person. These changes include individual permissions and bulk assignment changes via the File Management app.
UM Roles
Impersonator: can add and impersonate users
Administrator: can add a user, but cannot impersonate a user
DataZone User Roles
These are user roles available specifically for the K12 Analytics app. For a detailed descriptions of what is visible to each role, please visit our User Types & Access page.
DZ User Role | Access | Suggested Positions |
|---|---|---|
DW-TEACHER | Access to rostered class | Teachers |
DW-TEACHER-PLUS | Teacher role with extended data access | Department Chairs, Grade Level Leads, TOSAs, Counselors, other Specialists |
DW-SITE-ACCESS | Access for site level leaders, including behavior dashboard details | Principals, Assistant Principals |
DW-DISTRICT-ACCESS | Access at district level and to all sites | District Administrators |
Download Users
You can download a spreadsheet of your current district users in DataZone by click on the Download Users button. The spreadsheet will include the following fields:
User Name (email)
First Name
Last Name
User Group Name
School Code
School Name
NOTE: For users that have access to multiple school sites, each school will be listed as a separate row. For users with access to multiple applications, each application will also be listed as its own separate row.
Change User Status
You can disable a user’s account by searching for a user and clicking on the Disable button to make their account inactive. To re-enable, you can click on the Enable button to make the user active again.
Grant New Schools to Users
Users can be given permissions to additional schools from the User Profile page. Click on the + icon for Schools, select the available schools by marking their corresponding checkboxes, and click on Add.
Note: For users with DW-DISTRICT-ACCESS, they still need each site added under Schools in order to have them as options to view in Analytics. In other words, check all boxes for school sites for users with DW-DISTRICT-ACCESS. There is an option to Select All to select all schools.
Impersonate Users
User impersonation is helpful to troubleshoot issues. It allows you to log in as the user without a password. You can take any action as though you are the user and view the app the way the user can.
To grant someone permissions to impersonate a user, find their user profile in the User Management app. Add the User Management app for that user and select Impersonator for their role from the drop down menu.
To impersonate a user, click on the Impersonate link next to the user’s name in the User Management app or access the Impersonate option from the User Profile page.
When you are impersonating a DataZone user, you should see their name on the top right corner where your profile is. The name should be highlighted red.
To end impersonation and continue working under your own user profile, click on profile icon inside the red button and select End Impersonation. Once you are no longer impersonating an account, you should see your name in the next to profile icon and it should no longer be red.
View User Activity
You can view the activity of a user by clicking on Activity, which will show you activity app usage by week. If there is no info under the Last Login column, the user has not logged in.
Troubleshooting FAQs
I am my district’s DataZone Lead and cannot access the User Management App when I login.
If you are the DataZone Lead for your district and do not see the User Management app from the DataZone landing page or under the Apps drop down menu, please submit a ticket.
I am my district’s DataZone Lead and need another person designated at my district to have access to the UM app.
DataZone Leads can submit a ticket to request UM app access for a designee to assist in making updates to district user assignments and permissions for DataZone apps.
I need different permissions for DataZone.
If you are not your district’s DataZone Lead and need different permissions for a DataZone app or access to a different school site, please reach out to your district’s DataZone Lead. DZ Leads can assign you the appropriate role via the User Management app.
I can’t find a user in the User Management App.
Add a new user following these instructions: Add a New User
My name and email has changed.
If the email for a user has changed for any reason, the DataZone Lead can disable the old email and create a new user. If the email did NOT change, submit a ticket for the name to be updated.
Other issues?
Submit a ticket and our support team will be in touch.