Data permissions define which data a user can access. They can be configured for a project and will be enforced for charts in simulation workspaces.
Configure data permissions
Data permissions are configured using a concept called data permission classes. They create a link between users and dimension values, enforcing that the user has the right to see data for the respective dimension value. Users can be given access to a data permission class and will then be able to see the respective data in charts.
1. Define security concept
As a first step you should define your security concept and decide which dimensions you want to use to control the data access. Although multiple dimensions can be used at once, it is advisable to choose one dimension for the access restrictions. If you have chosen the dimension, think about how fine granular you want to differentiate the access rights inside this dimension. As an example, think about an entity dimension with the organisational structure. You could decide that all segments in one business unit are always bundled together and access is assigned to this bundle. In contrast, you could have the requirement to differentiate access rights individually for each segment.
Example: Assume the following example with a dimension Location with countries and cities that should be used to define data permissions. The goal is to differentiate two groups of users: (1) city manager that are allowed to drill down to the individual cities and (2) country manager that are only allowed to see the totals of the countries. The two data permission classes #Countries and #Cities in combination with the groups for country and city manager reflect this structure and allow to easily assign new users to one of the groups.
2. Create data permission classes
The next step is creating the actual data permission classes. Navigate to the configuration menu, open your project and choose Security. Here you will see the section Data Permissions and the Manage button will allow you to create and manage the data permission classes. Create one class per bundle of values that you want to be able to differentiate and name it accordingly.
Example: To create the structure described above, we create two new data permission classes: #Countries and #Cities.
3. Assign dimension values
When you have the data permission classes created, you can assign them to values in dimensions. Open Assign Values from the data permission section on the projects Security settings page. You will see a list of all you dimensions in the project. The selected dimension will be listed with all its values and you can select a data permission class for each value. Assigning a data permission class means that any user who wants to display data in a chart will required access to this data permission class in order to see data on this dimension values. By default, all values are set to a default value that can be changed at the very top of the page. The data permission classes Allow and Deny are system generated and will either grant all users access to the level or deny the access for all users. You can assign data permission classes to any aggregation level, so it is possible to allow users to see data on an aggregated level but prohibit a drill down to lower levels.
Example: Following the example from above, we assign the data permission class #Countries to all countries (e.g. Germany) and #Cities to all cities (e.g. Berlin, Munich).
4. Configure access rights
The last and final step is to grant users access to your configured data permission classes. As a best practice, try to give groups access to data permission classes and assign users to groups. Hereby, users will be granted the access due to their group membership and stay better manageable. To give users and groups access to a data permission class, open the Configure access rights button on the projects Security settings page. The resulting page shows all data permission classes in the columns of the matrix and groups or users in the rows. To edit the access rights for a data permission class, press the edit button in the header row and add the respective users or groups to the read or write access lists.
- Read access will allow users to view data associated with this data permissions class as part of charts and analyses in workspaces.
- Write access will allow users to create and change assumptions containing data associated with this data permission class.
Example: Create the two groups City Managers and Country Managers. Configure the access rights for the as shown below, so that the city managers have access to #Cities and the country managers to #Countries.
Exceptions where permissions are not enforced
Data permissions are only enforced in simulation workspaces and when creating presentations. They will not be enforced:
- in the model editor: for users who have edit access to a model and view data in the model editor. Theses users will be able to see the complete data that is contained in the respective data sources.
- in presentations: when viewing a presentation. Users with access to a presentation will be able to see the full data that is contained in this presentation, independent of their data permissions. This also means, that if a user with insufficient permissions created a presentation, any other user will see the same permission error in the presentation independent of his data permissions.
Exporting projects with data permissions
When exporting a project, its data permission classes will be exported as well. However, as users are not part of a project they will not be contained in the project export. This means that the access rights for users to data permission classes have to be set again manually after importing a project.