Share or restrict access to reports, surveys, dashboards, and request templates across the organization.
Item Permissions allows you to choose which items you want to hide or share with specific users or roles within your tenant. Declutter platforms and cut down on confusion by only allowing users to see what is essential to their role.
With Item Permissions, you can:
- Restrict access to custom reports
- Restrict access to custom dashboards
- Restrict access to certain surveys
- Restrict access to certain review request templates
- Restrict access to certain system reports
- Restrict access to certain system dashboards
- Set default templates
- Set default custom dashboards
- Set default system dashboards
Configuring Item Permissions
Chose which roles can manage item permissions and get started sharing items across your organization!
To enable item permissions for your users:
- From the platform, click Settings (
). - From the left panel, click Roles.
- Click the Edit icon next to the role you want to modify.
- Under the Platform > MANAGING > Object Privileges, select all checkboxes.
- Click Save.
Only users who have permission to edit or add roles can adjust Object Privileges settings.
To configure Item Permissions:
- From the platform, click Settings ().
- From the left panel, click Item Permissions.
- Choose the Type.
Not all item types may be available for your account based on solutions enabled and permissions set for your role.
- The Custom Dashboard & Custom Report options load your own custom dashboards/reports by default. To view another user’s custom dashboards/reports, enter their name in the User box.
- Review Request, Survey, System Dashboard & System Report populate all items available. These are not user-specific; everyone can see these.
- The Custom Dashboard & Custom Report options load your own custom dashboards/reports by default. To view another user’s custom dashboards/reports, enter their name in the User box.
- Edit permissions for your chosen item.
- Choose Item Permission settings:
- Check Default Template so users automatically view the selected template when navigating to the corresponding tab. This is optional and not available for every item Type.
Default templates will be indicated in the template list with a green DEFAULT badge.
- Set the Global permission access preference. Options include View (anyone in your organization can view this template) and None (No permission set).
Custom dashboards/reports also include a permission for Edit (anyone in your organization can edit this template).
Do NOT set the Global permission to “None” without also giving yourself Edit access. Otherwise you will lose access to the item. Request templates with permission set to “None” cannot be used for sending requests from the platform or through a requesting integration.
- Add permissions for specific users or roles to override the Global permission.
- Check Default Template so users automatically view the selected template when navigating to the corresponding tab. This is optional and not available for every item Type.
- Click Save.
You can also set as default and share individual custom dashboards and reports from the platform.
Item Permissions Example
I want to share a custom dashboard I created across my organization for consistent metric tracking.
- I want everyone with platform access to be able to view this dashboard, but only users with the “Regional Manager Rocky Mountains” role to be able to edit the dashboard.
- Because this is this first item I want my users to see upon logging in to the platform, I also want to make it a default template.
The next time any user logs in, the shared dashboard will be the first page they see, and the dashboard will appear under their Shared With Me menu.
