LiveDataset

Share A View

updated 24 Aug 2018

For other people to use your datasets, there are two parts to configure:

A View determines what can be done
A people dataset determines who can use a view

View

Modify views to define what people can do.

Which parts of the dataset can be used.
What can be done with that data.
Which groups in a people dataset can use the view.

People Dataset

Configure a people dataset to define groups and who is a member of each group.

A people dataset is very similar to a regular dataset. The main difference is that it holds information on users and organizes users into groups.

Below is an example people dataset. This could be used to organize people into groups like “Input”, “Manager”, “Sales”, “Marketing”, “Finance”.

If you do not have a people dataset, you first need to create a people dataset.

Select a People Dataset

Start by opening the dataset and view you want people to use.
Press MORE then Share view
Under “Group source”, select the people dataset.

If there are multiple people datasets, you can select another people dataset.

Refining Permissions

Typically when you give access, you do not want to give access to everyone on your people dataset. There are two ways to refine access:

By group
By data values

A group is a subset of people defined in a people dataset. For instance you could have a “Manager” group. Groups are particularly useful where people are going to have similar access to several datasets.

Refining access by data value allows more control. For instance a manager could have “Approval” access in a dataset but only for data belonging to their department.

Giving Access to a Group

In order to give access to a group:

Your dataset view must be set to use a people dataset.
The group must have been created in the people dataset.

If the group has not been setup, see how to add a group.

Start by opening the dataset and view you want people to use.
Press MORE then Share view
Press for each group you want to add.
TIP If you cannot see make sure a people dataset has been selected.
To send them all a notification email, click on Send Notifications then press .

Note if you add multiple groups, people will get access if they are a member of any of the groups. I.e. if you give access to group1 group2 then someone can use it if they are in group1 OR group2.

If you want to restrict access to people who are ONLY in group1 AND group2 then you will either need to define a new group or constrain by data values.

Constraining Access by Data Values

Constraining access by data values allow you to restrict access to parts of a dataset where there is a match between data in the dataset and the person’s data in the people dataset.

For instance if the people dataset shows Sue is a Finance manager, then she can be given managerial access to data belonging to the Finance department.

Department columns in the dataset and the people dataset need to be linked. To set this up:

Start by opening the dataset and view you want people to use.
Press MORE then Share view
Within “Further data restrictions” click on Add a data restriction
Select a column from the current view.
Select the column it should match in the people dataset.
Press

In the example above, access to the view “Approvals” is being given to people in “Manager” group for entries that match the person’s “Department” entry in the people dataset. I.e. Managers can grant approvals but only in the their own department.

Use a Different People Dataset

In most cases, we recommend using one people dataset. If you need multiple people datasets, you can switch between them:

Start by opening the dataset and view you want people to use.
Press MORE then Share view
Under “Group source”, select a different people dataset from the dropdown.
Confirm you want to make this change.

Examples

There are a lot of different ways to configure permissions. These 3 examples show how some typical requirements can be addressed.

Example people datasets

Using LiveDataset