Rguroo Dashboard Guide

1 About the Rguroo Dashboard

Rguroo Dashboard is a utility that faculty can use to form groups consisting of their students (or any other Rguroo users), create private dataset repositories, and share their dataset repositories with their group members. Faculty can also share dataset repositories with other faculty, regardless of the other faculty being a member of one of their groups. Other dashboard functions include monitoring the login activities of group members and sending emails to group members. Students do not have access to the Dashboard, but they benefit from the dataset repositories that are shared with them or the emails sent to them via Dashboard.

This guide will provide instructions for using the Rguroo Dashboard functions.

To access the Dashboard, log in to your Rguroo account and click on the Dashboard button at the top right of the Rguroo application window. Once you click this button, the Dashboard application opens in a new browser tab.

2 Creating and Managing Groups

You can create Groups consisting of Rguroo users, share Dataset groupies with your groups, monitor the login activities of group members, and send emails to all group members or a selected subset of members.

To create a Group, open the Rguroo Dashboard. Select the Groups icon on the left-hand side of the Rguroo Dashboard window (for small screens, click on the three horizontal lines on the top-right of the Dashboard window to see the Groups icon). The Manage Groups page opens. Here you can create folders to organize your groups and create groups. There is the option of creating groups within a Folder or outside of folders in the Root Directory.

2.1 Creating group folders

Selecting the button at the top of the directory pane opens the Add new Folder menu. Provide a name for the Folder and click on Apply. The Folder will be created in the Root Directory.

You can create groups within a Folder or drag a group (name) from other locations to a Folder. You can see the groups within the selected Folder by clicking on a Folder name.

2.2 Creating a group

There are three ways to create a group:

• In the root directory: Select the button at the top of the directory pane.

• Within a Folder: Select the button to the right of a Folder name.

• Duplicating an existing group by selecting the button

Once the or button is selected, the Create Group dialog box opens. To create a group, provide the following:

• Name: A name for the group.

• Group Code: This is a code that members will use to join the group that you are creating. Provide an alphanumeric code, or use the Generate button to generate a random code. If you provide your own Group Code, Rguroo will check to ensure that you or any other Rguroo user has not used the Group Code that you provide. If other users have used the Group Code that you type in, Rguroo will ask you to type in another Group Code.

• Description: (optional) A brief description of the group.

• Expiration Date: The date when the group will expire. When the group expires, members will no longer have access to the repositories that are shared with them. By default, the group expires six months from the creation date. Note that if a user has downloaded a dataset from a shared repository before the group expiration, the dataset will remain in the user’s account.

2.3 Populating a group

There are two ways to add members to a group. Rguroo users can join a group using the group’s Group Code, or you (the creator of the group) can add members to the group by invitation.

2.3.1 Joining a group using the Group Code

Rguroo users can join groups using the Group Code by logging into their Rguroo account and clicking on the My Groups dropdown at the top of the Rguroo application window. There, they can select the option Join a Group and enter the Group Code set by the group’s creator. Then they become a group member by clicking the Join the Group button.

2.3.2 Inviting members by username (Email)

The creators of a group can invite members to their group using Rguroo usernames (emails). To invite users individually, in the Groups section of the Dashboard, select the group name to which you like to add members. The Members menu appears. Click on the plus sign button, enter the individual’s Rguroo username (email), and then click on the Add button. An email will be sent to the user containing Group Code and instructions on how to join the group.

To invite multiple users simultaneously, click on the plus-sign with three horizontal lines button, download the provided CSV or Excel Template, fill in the Rguroo usernames (emails) that you like to invite to the group, and Save the CSV or Excel file to your computer. Then, click the plus-sign with three horizontal lines button again, select Import, and import the Excel or CSV file you created. Emails will be sent to each user on the list, containing Group Code and instructions on how to join the group.

2.4 Editing group properties

You can change a group’s Name, Description, and Expiration Date. To do so, go to the Groups section of the Dashboard, select the name of the group that you want to modify, and click on the Edit icon . Make the changes and click the button.

To delete a group, select the group name in the Groups section and click on the trash icon .

Note that you cannot change the Group Code.

3 Creating and Managing Dataset Repositories

An Rguroo dataset repository consists of datasets that can be easily imported to users’ Rguroo accounts. You can create dataset repositories and share them with the group(s) you form in the Rguroo Dashboard or share them with other faculty.

To create a dataset repository, open the Rguroo Dashboard. Select the Repositories icon on the left-hand side of the Rguroo Dashboard window (for small screens, click on the three horizontal lines on the top-right of the Dashboard window to see the Repositories option). This opens the Manage Repositories Menu. Here you can create folders and repositories. There is the option of creating repositories within a Folder or outside of folders in the Root Directory.

3.1 Creating a repository folder

Selecting the button at the top of the directory pane opens the Add new Folder menu. Provide a name for the Folder and select Apply. The Folder will be created in the Root Directory. By Clicking on a Folder name, you will see the names of the repositories within that Folder.

3.2 Creating a repository

There are three ways to create a dataset repository:

• Within folders: Select the to the right of a Folder name.

• In the Root Directory: Select the button at the top of the directory pane.

• Duplicating an existing repository by selecting the duplicate icon .

Once the or button is selected, the Create Repository dialog box opens. To create the repository, provide the following:

• Name: A unique name for the repository.

• Description: (optional) A brief description of the repository.

3.3 Adding datasets to a repository

To add datasets to an existing or newly created repository, go to ** Repositories** and select the repository’s name. Then in the Datasets section that appears, you can add datasets in the following three ways:

1. Upload CSV or Excel files from your computer.
2. Import datasets that are listed under the Data section in your Rguroo account.
3. Import datasets from repositories that are shared with you by other faculty.

3.3.1 Uploading CSV or Excel files

Select the plus sign on the Datasets menu to upload a CSV or Excel file from your computer to your Dataset repository. Then browse your local computer to select a CSV or Excel file that you like to add to the repository. Once a file is selected, provide the following:

• Name: A unique name for the dataset. This name is how the dataset will appear in the Rguroo Data environment.

• Title: A title for the dataset. This title will appear in the list of repositories in the Rguroo application.

• Comment: (optional) A brief comment about the dataset. If provided, when the dataset is imported to the Rguroo application, this comment can be seen by hovering over the name of the dataset.

• Enter Documentation: (optional) A detailed dataset’s documentation can be uploaded or written in the text editor provided below. You can upload either text (.txt) or Html files by clicking the upward arrow on top of the text editor. This information will be accessible via the information icon in the list of private repositories in the Rguroo Data environment.

3.3.2 Importing datasets from your Rguroo account

Click on the repository name that you wish to add datasets to, and click on the icon on the menu that appears. Then the list of datasets currently in your Rguroo Data environment appears. Select the datasets that you like to add to the repository by checking the checkboxes and clicking on the Import button. The selected datasets will be added to your repository.

3.3.3 Viewing, importing, and downloading datasets from faculty-shared repositories

Faculty can share repositories with other faculty (see the section Sharing and unsharing repositories with other faculty). To download datasets shared by other faculty to one of your repositories, click on the name of the repository that you want to import data into. In the Datasets section, click the icon. The Select Datasets dialog opens. Select the Dataset repository that you want to import from the list of shared datasets and click on the down arrow button to see the list of the datasets. Here you can view or download a dataset in the list by moving your mouse over the name of the dataset to see the icons. Select the eye to view or the down arrow to download the dataset into your computer. To add datasets from the list to your repository, select the datasets that you want to import and click the button at the bottom of the list. The selected datasets will be added to your repository.

3.4 Editing repository properties

You can change the Name and Description of an existing dataset repository. To do so, go to the Dashboard’s Repositories section, select the repository’s name that you want to modify, and click on the Edit icon . Make the changes and click the button.

To delete a dataset repository, select the Repository name in the Repositories section and click on the trash icon .

3.5 Viewing, importing, deleting, and updating datasets in a dataset repository

To download or view a dataset in a dataset repository, select the repository in the Repository Management. Then move your mouse over the dataset name that you want to view or download. You will see the download (down arrow) and preview (the eye) icons . Click on these icons to preview and download the dataset.

To delete datasets from a dataset repository, select the repository name in the Repository Management dialog. Then select the dataset names that you want to remove from the list of the datasets, and click the button.

To update dataset details in a dataset repository, select the repository in the Repository Management dialog. Then select the name of the dataset that you want to modify its details from the list of the datasets, and click the button. The Update Dataset dialog opens. In this dialog, you can change the dataset Name, its Title, its Comment, and its documentation. When done, click the button.

4 Sharing and Unsharing Dataset Repositories

Faculty can share their created repositories with Rguroo users who are registered in their groups, or they can share them with other faculty, regardless of whether the other faculty is a member of a group.

4.1 Sharing and unsharing dataset repositories with group members

To share a dataset repository with group members, go to the Manage Groups menu by selecting the Groups icon on the left-hand side of the Rguroo Dashboard window (for small screens, click on the three horizontal lines on the top-right of the Dashboard window to see the Groups icon). Select the group you wish to share a repository with. Then, go to the bottom menu labeled Share My Repositories and click on the down arrow to open the list of the repositories that you have created in the Rguroo Dashboard. Under the Action column (last column in the table), click on the button in the row corresponding to the dataset repository that you want to share. The repository will be shared with the selected group, and the Action column icon will change to . The button can subsequently be used to unshare the dataset repository with the group if you wish to do so. Note that when a repository is not shared with a selected group, the Status column shows the icon, and when it is shared, it shows the icon.

4.2 Sharing and unsharing repositories with other faculty

The following instructions are only for sharing dataset repositories between faculty. Faculty can share datasets with non-faculty (student) users only through groups, as explained in Sharing and unsharing Dataset Repositories with Group members section.

You can share a repository with another faculty member directly without the faculty member being a member of one of your groups. To do so, open the Manage Repositories menu by selecting the ** Repositories** icon on the left-hand side of the Rguroo Dashboard window (for small screens, click on the three horizontal lines on the top-right of the Dashboard window to see the ** Repositories** option). Place your mouse over the dataset repository that you want to share. You will see the share icon . Click on the share icon. The Share Repository dialog opens. In the text box, enter the username (email address) of the faculty with whom you want to share the repository and click on the plus icon. The name of the faculty member with whom you shared the repository appears in the list in that menu. Note that this list consists of all faculty members with whom you have shared the selected repository. If you want to unshare a shared repository with a faculty, simply click on the trash icon.

5 Accessing Shared Dataset Repositories

Faculty and students can see the group(s) they created or joined by logging into their Rguroo account, clicking on the My Groups dropdown at the top of the Rguroo window, and selecting Show My Groups. A list of the groups that you have created or are a member will show. Then, by clicking on the group name, you see a list of the shared data repositories with the group. Finally, by clicking on a repository name, you will see a list of the datasets in the repository that you can import into your account. To import one or more datasets from this list to your account, select the dataset names that you want to import, and then click on the button Import Selected Datasets. The datasets will be imported into your account. Then click the Close button to close the dialog.

An alternative way to import datasets from the repositories shared with you is to open the Dataset repository in the Rguroo application by selecting Data > Data Import > Dataset Repository and selecting the My Repositories radio button. Here you will see all the repositories that are shared with you or those you are sharing with others. By selecting a repository, selecting a dataset within a repository, and clicking on the Import button, you will import the dataset into your Rguroo Data environment.

6 Monitoring Login Activity, Emailing, and Removing Group Members

You can view your group members’ login activities, send emails to group members, and remove a member from a group. For these functions, go to the Manage Groups menu by selecting the Groups icon on the left-hand side of the Rguroo Dashboard window (for small screens, click on the three horizontal lines on the top-right of the Dashboard window to see the Groups icon), and select a group. You will see a list of the group members.

6.1 Monitoring member login activity

To view a member’s login activity, move your mouse over the member’s name. You will see the activity monitoring icon. Click on the icon, and you will see a time plot that displays the login dates on the horizontal axis and shows the duration of time that the user has been logged in.

6.2 Sending emails to group members

You can send emails to selected group members or all group members. Emails sent to groups will be from a no-reply@soflytics.com email address. To send an email

1. Select the Group you wish to send the email to.

2. Select the select-all checkbox next to the Name header or the checkboxes of individual members.

3. Select the button at the bottom of the page.

4. Provide a subject line and create the message.

5. Click on the button.

6.3 Removing members from a group

You can remove one or more group members by selecting their names from the list and clicking on the button at the bottom of the list. The selected members will be removed from the list, and the Dataset repositories that are shared with them will no longer be accessible to them.