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Access Group Set: Insights

By Grace Kamau | Updated

This Access Group set allows you to control who can view and manage Insights dynamic dashboards and reports.

NOTE

Permissions in this Insights Access Group set are cumulative and apply to all the dashboards a user has access to—regardless of which Access Group a dashboard was shared with. For example, if Access Group A gives a user View permission and access to all dashboards in the account, but Access Group B gives them Manage permission and access to only one dashboard, they’ll be able to manage all the dashboards in the account.
Similarly, the Data Access level you select in one Access Group will apply to all dashboards a user has access to. To determine who can access a specific dashboard—and what level of access they have—Account Administrators can review the Dashboard Access page.

Overview

Note: Changes for this Access Group set are synced every half hour, which means it may take time before changes to Data Access, dashboard permissions, and shared dashboards are reflected in Insights.

This access group set allows you to control:

  • Who can view and manage Insights dynamic dashboards and reports
  • What dashboards members can access
  • How much data members can see in reports and dashboards

edit_insights_access_group_set2.png

Note: To share classic Insights dashboards or manage Can Edit permissions for them, you must go to Settings > Insights > Access Groups.

Data Access

Note: If a user had View or Manage access to dashboards previous to June 13, 2023, their access level defaulted to Full access, which is the same level of data they could see previous to that date.

This section lets you control who can view specific types of data in Insights classic and dynamic dashboards.

Data

Data Type None
Whose Data No data is visible
Use Case Prevents users from viewing data in dashboards that have been shared accidentally with people who should not see any reporting data
Data Type Personal data, which may include:
  • Utilization
  • Scheduled/allocated/estimated hours
  • Expenses
  • Assigned tasks
  • Other project information that pertains to the user
Whose Data Your data
Use Case Dashboards that pre-filter to show only:
  • A user's utilization rate vs. their target utilization
  • How a user's time was spent recently by project or task
  • A user's timesheets that are late or need approval
Data Type Project data, which may include:
  • Utilization
  • Project financials (budget, cost rates, bill rates, margin, etc.)
  • Project health
  • Project burn rate
  • Other project information
Whose Data
  • Your data
  • Project participants’ data (data limited to only your projects)
Use Case Dashboards that pre-filter to show only:
  • A user's projects in a project portfolio dashboard with columns for current margin, EAC, burn rate, and health status
  • The current state of all tasks in a user’s project (displaying tasks projected to go over and under budget)
  • A client-facing status report for a user’s project that gives a current status summary
Data Type Project data, which may include:
  • Utilization
  • Project financials (budget, cost rates, bill rates, margin, etc.)
  • Project health
  • Project burn rate
  • Other project information
Whose Data
  • Your data
  • Your reports’ data (including data for any people who report up to you indirectly)
Use Case Dashboards that pre-filter to show only:
  • Aggregate utilization for a manager's team with a user-by-user breakdown of actual vs. allocated utilization
  • Fees and other financials (generated by all users reporting up to the manager) in a revenue dashboard
  • All timesheets that are late or need approval for users reporting up to the manager
Data Type All account data
Whose Data All users' data
Use Case Useful for Account Administrators and others who need to see information at the executive level, such as cost rates or other financial metrics.

Warning

Depending on your organization’s sensitivity to sharing data, we strongly urge you to use caution when granting Full access to users. It’s recommended that this level is granted to Account Administrators and other members of an operations team.

Dynamic Dashboard Permissions

This section lets you control who can view and manage Insights dynamic dashboards and reports.

  • Manage Insights dynamic dashboards—If checked, members of this group can create, edit, clone, and delete Insights dynamic dashboards and reports.

    WARNING

    This permission gives members the ability to create Insights reports containing all your account data. Depending on your organization’s sensitivity to sharing data, we strongly urge you to use caution when granting this level of access to users. Generally, dashboard manage access is only granted to Account Administrators and other members of an operations team.

  • View Insights dynamic dashboards—If checked, members of this group can see Insights dynamic dashboards and reports that have been shared with them.

Dynamic

Shared Dynamic Dashboards

TIP

To enable dynamic dashboards for users, we recommend you create a new access group in Settings > Access Groups, add users to the group, and check the permissions in this access group set as desired.

This section lets you control which Insights dynamic dashboards the members of this group can view and/or manage. Select Edit to access the Shared Dynamic Dashboards section on another page., then check the dashboards on the next page.

shared_dynamic_dashboards_section.png

On the next page, select each dashboard you would like to give this group of users access to.

shared_dynamic_dashboards_section_with_list_of_dashboards.png

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By Grace Kamau
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