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 wish to give this a try but are on a legacy plan, contact your CSM or email success @runn.io for more details.
Key Benefits of Allocated Views
Simplified Access: Allow users to quickly and easily access key information without the need for 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 of the allocated views through split screens, dashboards and the Manage Tab.
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 of the Project Delivery and he 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 be visible in the view toggle, and he can focus on 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
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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Projects and People visible under My Views are connected to the user's permission level.
Admin users will continue to have access to 'All' Views.
How to set up Allocated Views
By default, Allocated Views is disabled. Please take the following steps before enabling Allocated Views so you can ensure existing users are prepared for the changes in their views.
Setting Up 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 Views for different users under Manage > Views.
You cannot allocate users to the default 'All' View. If needed, you can create a custom view that includes all Projects and People.
Updating Users' Permissions (optional)
Only Contributor and Manager users can be allocated to Views. Update their permission levels if needed.
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 views and ensure they have accepted the invitation.
Add users to a View
There are several ways for Admins to allocate 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 views after the setup. The configuration will be effective only after Allocated Views is enabled under Account Settings.
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.
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 they immediately have access to the allocated views.