Allocated Views is an advanced feature of Views that lets Admins control which views are available to Manager or Contributor users.
This feature helps organizations ensure their users can focus on the people and projects that are most relevant to them.
This feature is currently available for Professional, Premium and Enterprise plans.
If you are an existing customer and would like to give it a try, please contact your Customer Success Manager or email success@runn.io
If you are on a free trial, please reach out to our product experts here.
Key Benefits of Allocated Views
Simplified Access: Allow users to quickly and easily access key information without manual filtering, streamlining your team's workflow.
Enhanced Usability: Experience a focused view that updates dynamically.
🚨 Allocated Views is not a permission-based feature, but a filtering feature for more focused visibility. It does not modify any existing access permissions.
Please note that users can still access some project and people data outside the allocated views through split screens, dashboards, and the Manage Tab in the Planner and Reports.
Allocated Views are not suitable for limiting access to sensitive information.
Is Allocated Views Suitable for You
Allocated Views are suitable for your Runn account if:
You would like certain users to focus on projects or people that are most relevant to them, and
The user can perform their daily tasks within the Views allocated to them
Example 1 - Allocated Views for Managers
Lily is the Team Lead of the Design Team. She only manages people and projects under her team, and does not need to assign people from other teams to her projects. She can be set up as a Restricted Manager and allocated to just the Design team's view.
Tom is the Team Lead for Project Delivery and needs to manage cross-functional projects across the organization. He can be set up as a Manager (All Projects, All People). When allocated views are enabled, he will continue to see all projects and people under My View.
Example 2 - Allocated Views for Contributors
Peter is an individual contributor, and he needs to see the overall project schedules, phases and milestones of the projects assigned to him. He does not need to see projects that he is not working on.
He can be set up as a Contributor user with View Planner access. When Allocated Views is enabled, only My View will appear in the view toggle, and he can focus on the projects he's been assigned to under My View.
(Note that Peter can still see other projects and people through split screens)
What users see when Allocated Views is enabled
"All" View becomes inaccessible to all Managers and Contributors
When enabled, All View is removed under the blue View Toggle for Contributors and Managers. Only "My View" and custom views allocated to the user will be visible:
Before | After |
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Admin users will continue to have access to 'All' Views.
What if I still want some manager or contributor users to view all projects and people?
For Manager users whom you still want to give access to view all projects and people, you can grant them "All Projects" and "All People" access in the permission settings. They can then still view all Projects and People from "My View"
More limited use of Custom Reports
Only Managers with access to "All Projects" under permission see Custom Project Reports saved under "All" view from the Reports menu
Only Managers with access to "All People" under permission see Custom People Reports saved under "All" view from the Reports menu
Managers with "Restricted" or "View Only" access to Projects or People do not see any Custom People Reports saved under "All" view from the Reports menu
If the user has been allocated to a custom view, custom reports created under the custom view will still be accessible to the user.
Admin users will continue to have access to all Custom Reports.
Can only add Projects/People visible in the allocated views to Projects
Since Manager users lose access to "All" View, when adding people to projects, they can only add people/projects visible under My View or any allocated custom views to projects/people:
Can only transfer/clone assignments to people visible under the allocated views
When transferring or cloning assignments from one person to another, the Manager can only transfer/ clone the assignment to a person visible under My View or any allocated custom views.
There will not be an option to switch to All:
When transferring a placeholder to a person, similarly, only people visible under My View or any allocated custom views will be displayed:
Links to Person and Project Dashboards are removed
Links to Project Dashboards are only accessible from the Project Planner or Project Reports
Links to Person Dashboards are only accessible from the People Planner or People Reports
By default, users do not easily access the information Project and Person Dashboards for Projects and People that are not visible in "My View" or allocated Custom Views.
This does not restrict users from viewing dashboards of projects or people outside their allocated views. They may still access that information, as this is not controlled by a permission setting.
How to set up Allocated Views
By default, Allocated Views is disabled. Please take the following steps before enabling Allocated Views to ensure existing users are prepared for the changes to their views.
Since enabling Allocated Views may impact what ALL Manager and Contributor users can see, we strongly recommend you to try it out in the Test Account first.
1. Setting Up Custom Views
Only Admin with Edit Account Settings & Data set as On can set up and edit custom Views.
Before you enable Allocated Views, please make sure you have set up Custom Views for different users under Manage > Views.
You cannot allocate users to the default 'All' View. If some users still need to see all Projects and People, grant them All Projects and All People access from permission settings and they can see all projects and people under My View.
2a. Updating Users' Permissions (optional)
Only Manager and Contributor users can be allocated to Custom Views. Update their permission levels if needed.
To define what is visible under each user's "My View", define via Project Access and People Access in permission settings.
Adding Restricted Projects and People Separately in Live and Test Accounts
If you are setting up a Manager user with Restricted Projects or Restricted People Access, the list of specific projects or people does not sync automatically from the Live Account to the Test Account. You need to add the list separately.
If you are testing out in the Test Account, please take the following steps:
Set up the permission access of the user as Restricted in the Live account
Add the specific projects and people in the Live Account
Switch to Test Account, look for the projects/people the user manages from the Project Planner/ People Planner
Click 3-dot icon > Edit Details > add the User’s name to the Manager (Projects)/ Manager (People) field > Save
2b. Invite users to the account (for new users only)
The user needs to be registered in your Runn account before you can allocate views to them. Please invite any new users who need to be allocated custom views and ensure they have accepted the invitation.
3. Allocate users to Custom Views
There are several ways for Admins to allocate custom views to Manager or Contributor users:
Manage Views page
Navigate to Manage > Views
Select a View
Click on the Users Tab
Add Contributor and Manager users under the Users tab
CSV Tool
Go to Settings > CSV > Users and Permissions > Download Existing Permissions CSV
From the CSV file, under the column "Allocated Views", add the name of the custom views to each user to allocate custom views to them (comma-separated)
Example: ViewName1, ViewName2
Import the updated file
The users will continue to see All view after this setup. The configuration will be effective only after Allocated Views is enabled under Account Settings.
4. Communicate to Users about changes in their views (optional)
Before you enable Allocated Views, consider communicating the upcoming changes to your users internally so that people know what to expect when they log in to Runn next.
5. Enable Allocated Views
When you are ready, you can enable allocated views:
Go to Settings > Account Settings > Click Edit
Under Default Settings > Allocated Views > Enable
✅ When Allocated Views is enabled, it is effective immediately. Contributor and Manager users will no longer see "All" View under the blue View toggle once enabled. Make sure what's visible under their "My View" supports they immediately have access to the allocated views.