Create new role

Roles are used for grouping users, especially for sharing reports and for granting data access and permissions. Use roles such as “Management”, “Sales” and “Marketing” to quickly share your reports with the users assigned to these roles.

To create a new role, add members to the role, and manage permissions and data access;

  1. On the Roles tab, enter a role name in the Add role field and click Plus button.

The new role appears in the Name section.

 

Add members to a role

When you have created a role at the tenant level, you can add members to that role. All members of this role will get the same level of data access and permissions.

  1. On the Roles tab, click the role in which you want to add a member.
  2. In the Select a user to add to this role field, enter the e-mail address of the user you want to add to this role.
  3. Repeat for each member.

NOTE: The user must exist under the Users tab to be able to add that user to the role.

 

Manage permissions for a role

When you have created a role at the tenant level, you can manage data access for all members of that particular role.

  1. On the Roles tab, click the role you want edit.
  2. In the Permissions section, manage permissions and data access for the role. The table shows the options for permissions.
Permission Description
Can drill down Allows users to drill down to see the underlying detail of the value presented in a report.
Can import company data Allows users to access the Get Data module where they can manage connections to their ERP system and import data.
Can manage categories Allows users to create categories in the Live Reporting and Budgeting modules.
Can view vouchers Allows users to drill down to see vouchers.
Full data access Allows users full access to all companies under the tenant. If deselected, you can manage the access to the various companies under the Data access section.

 

Set data access for a role

  1. Click Settings > Administration.
  2. Click the Roles tab.
  3. In the list, click a role.
  4. In the menu that opens to the right, click the Data access drop-down menu. In the list, you can see which integrations the role has access to.
  5. In the list of companies, click Add to give the role access.
  6. To give the user or role access to specific modules and dimensions, click  Edit. The Set Access Filters dialog box displays. Here you can define filters for specific modules and dimensions in the selected company.
  7. Click modules and dimensions in the list to the left-hand side of the dialog, and drag and drop them to the right-hand side of the dialog. The filter is displayed as an orange box.
    NOTE: If you add identical modules or dimensions as filters, these filters are grouped with the logical operator And. Click And to change the logical operator.
  8. Click Where to select whether to include (Where) or exclude (Where not) data that matches this filter.
  9. Click In to select an operator.
  10. Click {no filter} (or any other criteria displayed in the orange box) to specify criteria for the filter.
  11. Use CTRL+click or SHIFT+click to select values from the list. The filter box at the bottom of the dialog is updated with the selected values. You can also enter values manually.
  12. Use ranges: Deselect this option to show all values in a range.
  13. Include blank: Select this option to also include data where no value exists (NULL).
  14. Click Use value. The filter is added to the list.
  15. Repeat steps 6-13 to add more filters. Example: Use the “Where Module In *” filter to give access to all data, and then add a “Where not dimension In dimension name” to exclude one or more dimensions.
  16. Click OK when you are done.