How to add a new user to TrackMaster

Summary

This article describes the steps for adding new users to the TrackMaster Membership Tracking Tool, including SharePoint and Tableau.

Steps

Adding Viewers

1. Viewers have read-only access. They can see, filter and download all lists and files from SharePoint, and can run reports in Tableau. Viewers cannot add or edit information or create new reports.
2. Login to the Michigan Medicine VPN.
3. Login to the Group Management Tool.
4. Look for the group named <Center/Institute Name>-TrackMaster-Users (e.g. EFDC-TrackMaster-Users), and click Edit Members.
5. Under Membership, click Add Users.
6. Search for the user by last name or UniqName.
7. In the search results, click on the correct user, then click Add Selected Users.
8. Ask the user to access TrackMaster and refresh the page. The user should be prompted for level-2 credentials.
9. Tableau access may take one full day to work, as the accounts and groups are synced overnight.

Adding Editors

1. Editors have read and write access. They can see, filter and download all lists and files from SharePoint, and can run reports in Tableau. In addition, they can enter new information in lists, create new personal views of any list, can upload and modify files, and can create new Tableau reports using existing TrackMaster data sources. Editors cannot change site-wide settings, create list views for others, or generally break anything.
2. Login to the Michigan Medicine VPN.
3. Login to the Group Management Tool.
4. Look for the group named <Center/Institute Name>-TrackMaster-Editors (e.g. EFDC-TrackMaster-Editors), and click Edit Members.
5. Under Membership, click Add Users.
6. Search for the user by last name or UniqName.
7. In the search results, click on the correct user, then click Add Selected Users.
8. Ask the user to access TrackMaster and refresh the page. The user should be prompted for level-2 credentials.
9. Tableau access may take one full day to work, as the accounts and groups are synced overnight.

Adding Administrators

1. Administrators have access to modify system-wide settings in both SharePoint and Tableau. They can also add/remove users. Use with caution.
2. Login to the Michigan Medicine VPN.
3. Login to the Group Management Tool.
4. Look for the group named <Center/Institute Name>-TrackMaster-Owners (e.g. EFDC-TrackMaster-Owners), and click Edit Members.
5. Under Membership, click Add Users.
6. Search for the user by last name or UniqName.
7. In the search results, click on the correct user, then click Add Selected Users.
8. Ask the user to access TrackMaster and refresh the page. The user should be prompted for level-2 credentials.
9. Tableau access may take one full day to work, as the accounts and groups are synced overnight.
10. Go back to the Group Management Tool. For each of the three groups (Users, Editors, and Owners) click Edit Group and add the user as Group Owner. This will give the user rights to add and remove other users.

Administrator Reference - SharePoint Group Configuration

1. SharePoint groups are mapped to the Michigan Medicine groups outlined in the previous steps.
2. To edit existing mappings, go to TrackMaster, and click the Gear icon -> Site permissions -> Advanced Permission Settings.
   
    
3. Click on the appropriate group (Visitors, Members, Owners) and add or remove the corresponding Michigan Medicine group.
    

Administrator Reference - Tableau Group Configuration

1. Tableau groups are mapped to the Michigan Medicine groups outlined in the previous steps.
2. To edit existing mappings, connect to the VPN, go to Tableau Server, navigate to the TrackMaster project for your center or institute, then click the . . . menu and click Permissions.
    
3. Add each of the corresponding Michigan Medicine groups (TrackMaster-Users, TrackMaster-Editors, and TrackMaster-Admins).
   1. Note: if the group is not available, submit a ticket to HITS / EDIS requesting that the group is added to Tableau server, Michigan Medicine site. Once the ticket is completed, it may take up to 24 hours for the group to sync and become visible in Tableau Server.
   2. Please note that MCommunity Groups are not currently supported in the Michigan Medicine Tableau Server, only on the campus server.
4. Configure the permissions for each group as shown below. For any permissions tab not show, grant Administrator to to the Admins group and None to all other groups.

Resources

• Microsoft Learn - Sharing and permissions in the SharePoint modern experience
• Tableau Server - Set Permissions and Ownership

About the Author

Gabriel Mongefranco is a Mobile Data Architect at the University of Michigan Eisenberg Family Depression Center. Gabriel has over a decade of experience in data analytics, dashboard design, automation, back end software development, database design, middleware and API architecture, and technical writing.   |   |