Overview
With Data Access, you can now have complete control over who has access to whose data on the platform. This means that you can ensure the privacy and security of your data while still allowing others to collaborate and share information.
Whether you're working in a team or managing multiple users, data access gives you the power to decide who sees what, creating a more secure and efficient workflow for everyone. In this article, we'll explain how to set up and use this powerful feature.
Where is Data Access applied?
Data Access is enforced in the following areas of the platform:
The Dashboard: If you do not have access to view a given user/team's data, their data will not appear when selected.
Reports: If you view a report containing users/teams you do not have access to view, their data will be hidden and a warning label with the words Data Access mismatch will appear at the top of the Report page.
Leaderboards: If you view a leaderboard for users/teams you do not have access to view, a small pop-up will appear at the bottom of the page communicating this.
Automated Reports: An automated report sent to you will only show data for users/teams you have access to view.
Data Access is not enforced in these areas of OneUp:
Slideshows,
Triggers,
Leagues and Missions.
Access Levels
This feature implements access levels which are configured on individual teams on the platform. This means the teams you're a member of will dictate the data you have access to see.
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You must be a member of a team to view other users' data. If you are not in a team, you will only be able to view your own data.
For example, a company has 2 teams, Management and Germany. The management team should be able to view the German team's data, however the German team should not be able to view the Management team's data. Data access allows you to facilitate this.
Example Scenario
Below is an example use case of a Data Access scenario.
Acme Co has a UK and a US division. Each division has several teams within them. They have the following requirements:
Everybody in the US should be able to see any US team's data.
Everybody in the UK should be able to see any UK team's data.
Nobody in the UK should be able to see anybody in the US's data.
Nobody in the US should be able to see anybody in the UK's data.
To accommodate this, a UK and US team are created. Both have the This + other teams access level.
US Example
NYC is a team in the US, therefore they have been added to the US team. Everybody in the US team can view each others' data, plus the data of everybody on the NYC team.
UK Example
London is a team in the UK, therefore they have been added to the UK team. Everybody in the UK team can view each others' data, plus the data of everybody on the London team.
Because no UK divisions have been configured with data access in the US team in this example, they are not able to see the US team's data, and vice versa.
Access Levels
Access Levels are configured on individual teams from the Teams page. Teams can be configured with one of the following four levels:
Access Level | Description | Use Case |
Managers only | Only managers of the team can access data for the whole team. Individuals cannot view other team members' data. | Only the managers of the London team should be able to see the whole team's data. A team member should not be able to see other team members' data. |
This team | Members of the team can access all other team member's data. | Everybody on the London team should be able to see the data of all other members of the London team. |
This & other teams | Inherits the same functionality as the This team access level, but also allows you to specify another team that every member of the team will have access to view. | Everybody in the UK division should be able to see the data of every team in the UK (London, Birmingham etc.) |
Everyone | Members of the team can access all of the client's data. | The senior leadership team should be able to see the whole company's data. |
Default Data Access Level
When a new team is created, it will be created with a default data access level. By default, this will be everyone. The default data access level can be modified from the Organisation Settings page.
Configuring Data Access
Step 1: Navigate to the Teams Page
Data access is configured on the Teams page. Find a team and select the Manage Team option by clicking on the menu dropdown.
Step 2: Set The Data Access Level
Set the data access level for the team you're modifying. Refer to the access levels to decide which access level is appropriate for the team.
To include a manager's performance as part of the team and have it contribute towards team totals, switch the Contributor toggle on. This can be done on a per-manager basis (if there are multiple managers on one team).
Tips 💡
Users can belong to more than one team. When considering data access levels, you must consider the other teams that a user is a member of and how that may affect the data they are able to view. To aid with this, at the top right of the Teams page there is a Data Access checker feature. You can use this to confirm if a user is able to view a given user's data, and the checker will explain why/why not.
We recommend that for managers who need to view all users' data, you create a 'global' manager-based team that has the Everyone access level.
If managers need only to view the data in their own team, they should be added to the team(s) that they need to be able to view data for.If you want to include a team manager's data as part of the whole team's data, switch on the Contributor toggle next to the manager in the Team's settings.
Troubleshooting ✨
If you still require help on this topic, get in touch with our support team via the chat. We'll be happy to help! 💙