Giving Users Data Permissions

What Are Data Permissions?

Organizations can store massive amounts of learning data, and it is important that the right people see the right data about the right learners. With Watershed's data permissions, you can control which of your learners' data Watershed users can see.

Who can use these features?
 User Types
Only Admin users can control data permissions.
 Pricing 
Available on paid plans (AnalystCLO, and Enterprise).
 Expertise
Intermediate and Expert users can use these features.

Giving a User Data Permissions

  1. Go to the Your Organization section of the Settings page:settingsyourorg.png
  2. Using the picker or the search bar, find the person you're looking to give data permissions to. The Your Organization page shows all learners (not just users). You're able to set permissions for people even if they don't have Watershed access yet. In the example below, we're searching for Sanda Broyles to give her data permissions:selectperson.png
  3. In the Data Permissions section, under Group View Permissions, click the Add Permission button: datapermissions2.png
  4. Search for a group of learners if you want to give the user permissions to see the data for every learner in that group. Search for All parts of your organization if you'd like the user to be able to see data for everyone in your organization. Click Save once you've selected a group. In the example below, we're giving the user Sanda Broyles permission to see the data for everyone in the Greater Atlantic Sales group:datapermissions3.png
  5. After clicking Save, you'll have given the user data permissions for the selected group. The next time the user logs into Watershed, all of the reports and dashboards the user has access to will only be populated with the groups data you chose.datapermissions4.png

 Heads up: A few notes about adding permissions:

  • You can only add data permissions to see groups of learners. You cannot grant data permissions to see individual learners.
  • If you change a user's permissions, they might need to log out and log back in and clear cache/cookies before any changes take effect.
  • If your permissions are set up via an automated integration, you will also need to change the permission in the system or CSV file that's used to set the permissions. Otherwise the permission will be reset the next time the integration runs. 

Giving Groups of Users Data Permissions

You can give entire groups of users the same set of data permissions:

  1. Go to the Your Organization section of the Settings page:settingsyourorg.png
  2. Using the picker or the search bar, find the group of users you're looking to give data permissions to. The Your Organization page shows all groups and you're able to set permissions for groups even if they don't have Watershed access yet. In the example below, we're searching for Greater Atlantic Sales to give everyone in that group data permissions:searchforgrouptogivepermissionto.png
  3. In the Data Permissions section, under Group View Permissions, click the Add Permission button: grouppermissions2.png
  4. Search for a group of learners if you want to give the group permissions to see the data for every learner in that group. Search for All parts of your organization if you'd like the group to be able to see data for everyone in your organization. Click Save once you've selected a group. In the example below, we're giving everyone in the group Greater Atlantic Sales permission to see the data for everyone in the Operations group:grouppermissions3.png
  5. After clicking Save, you'll have given everyone in the group data permissions for the selected group. The next time anyone in the group logs into Watershed, all of the reports and dashboards the users has access to will only be populated with the groups data you chose.grouppermissions4.png

 Heads up: A few notes about adding permissions:

  • You can only add data permissions to see groups of learners. You cannot grant data permissions to see individual learners.
  • If you change a group's permissions, members of the group might need to log out and log back in and clear cache/cookies before any changes take effect.
  • If your permissions are set up via an automated integration, you will also need to change the permission in the system or CSV file that's used to set the permissions. Otherwise the permission will be reset the next time the integration runs. 

Advanced Data Permissions

You can use Advanced Data Filters to have more control over what data your users can see.

 Heads up: This feature isn't available in every account just yet.

Checking Whose Data a Person Can See

At some point you might want to check whose data a user or group has permissions see. To do that:

  1. Go to the Your Organization section of the Settings page:
  2. Find the learner or group you're looking to check using the picker or the search bar. Note that the Your Organization page shows all learners (not just users). You're able to check permissions for people without Watershed access in case they sign up for an account in the future. In the example below, we're searching for Sanda Broyles to check whose data she can see:
  3. Look for Group View Permissions in the Data Permissions section on that person or group's page (if the user or group doesn't have many permissions, it will be small and easy to miss):Screen_Shot_2018-05-21_at_1.44.04_PM.png
  4. In the above example, Sanda Broyles has permission to see data for all learners in three groups: Greater Atlantic Sales, Midwest Sales, and Operations (the Name column). The Type column is the group type for each of the groups (Greater Atlantic Sales and Midwest Sales are both Regions, while Operations is a Division). The Owner column shows how the person or group you're looking at was assigned the permissions. Since the Owners for both Greater Atlantic Sales and Midwest Sales are both Sanda Broyles, this means the permissions were directly assigned to Sanda and can be deleted. The Owner for Operations is North Production, and this means the group North Production was given permissions to see Operations, and Sanda is a member of that group.

 Related: You can also use View Dashboards As to check the data a user can see.

Checking Who Can See a Person's Data

At some point you might want to check which users and groups of users can see an learner's data. To do that:

  1. Go to the Your Organization section of the Settings page:
  2. Find the learner or group you're looking to check using the picker or the search bar. Note that the Your Organization page shows all learners (not just users). You're able to check permissions for people without Watershed access in case they sign up for an account in the future. In the example below, we're searching for Sanda Broyles to check who can see her data:
  3. On that person's page, the Which people can view details about [person name]? section shows which users can view data about this user. Every Global Admin login can see all users' data. In the example below, we see a list of people and groups that can see data about Sanda Broyles: Screen_Shot_2018-03-21_at_3.05.15_PM.pngWatershed will not list out every member of a group that has permission to see the person. In the example above, you would need to click on Greater Atlantic Sales to see the members of that group to know every individual that has permission to see Sanda Broyles' data.

Removing Data Permissions

At some point you might want to remove data permissions from a user or group. To do that:

  1. Go to the Your Organization section of the Settings page:
  2. Find the learner or group you're looking to delete permissions for using the picker or the search bar. Note that the Your Organization page shows all learners (not just users). You're able to delete permissions for people without Watershed access in case they sign up for an account in the future. In the example below, we're searching for Sanda Broyles to delete some of her permissions:
  3. Look for the Group View Permissions in the Data Permissions section on that person or group's page (if the user or group doesn't have many permissions, it will be small and easy to miss):deleting1.png
  4. Click Delete to remove data permissions to a group:deleting2.png
  5. That user will no longer have permission to view the data for members of that group:Screen_Shot_2018-05-21_at_1.52.05_PM.png

 Heads up: A few notes about removing permissions:

  • You cannot delete permissions that are not directly owned by the user or group you're currently looking at. If you want to remove permissions from a person who is "inheriting" permissions from a group they are in, the permissions should be removed from the group, or the person should be removed from the group.
  • If you change a user's permissions, they might need to log out and log back in and clear cache/cookies before any changes take effect.
  • If your permissions are set up via an automated integration, you will also need to remove the permission in the system or CSV file that's used to set the permissions. Otherwise the permission will be re-created the next time the import runs. 
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