Adding a New Member

Before granting permissions to a user, Admins will see a description of the various roles in the system allowing the Admin to make informed decisions about the differences between the various roles.

1. From the left-hand side menu on the page, select Admin.
2. Scroll down and click on Users.
3. In the new screen, navigate to the top right of the page and click on the small + icon. When you hover over it, it reads, Add new user.

4. In the new window that pops up, fill in the fields with the appropriate details
   • Email address. The new user's.
   • Organization. Will be set by default.
   • Role. Choose what permission types you wish them to have. Learn more about permission types in the article Managing Data & User Access Rights.

5. Click Add

Adding a New Member Group

Occasionally an Admin will need to manage permissions of a group of users. Yet it can be time-consuming to manage the users in the system and it’s hard to control which user has permissions to which object and it can cause mistakes. And when you need to give permission to a group of users to an object in the system (i.e. Filebox, Collection Process, folders, dashboard, data source, workflow) each user would need to be added and removed separately. Furthermore, editing the “permission filter” must be done by each user separately, rather than for the entire group of users.

Solution

There are three (3) types of groups according to their role: Admin, Contributor and Viewer. Admin users can now create, edit and delete groups of users. 

• Each group can contain users with the group role and higher. For example, a group with the group type ‘contributor’ can contain contributors and admins, but not viewers.
• The admin can give and remove permissions to groups for all system objects: folder/Filebox/collection process, dashboard, workflow and data source.

Getting Started

1. From the left-hand side menu on the page, select Admin.
2. Scroll down and click on Members & Groups.
   

3. In the next screen, on the top of the page, click on the Groups tab.

4. Navigate to the top right of the page and click on the small + icon.
5. Fill in the fields where appropriate.
   

6. Click on the three (3) dot ellipsis to see the dropdown menu and manage the groups.
   

View Shared Group Content

Admins can see what objects that are shared within a group from the admin panel. This allows for better management of the group and the user permission more easily. That content contains information about the following shared objects (according to the group type and the user role):

• Admin

  • Data Source

  • Filebox / Collection Process

  • Workflow

  • Dashboard

  • Report space

• Contributor

  • Data Source

  • Filebox / Collection Process

  • Workflow

  • Dashboard

  • Report space

• Viewer

  • Dashboard

  • Reports space

Clone an Environment

When you clone an environment, it will have all the settings and configurations of the source environment. The new environment will use the settings from the template you selected, and it will include all:

• Fileboxes including integration parameters, date tags, latest version with at least one function or table as well as Fileboxes defined as lookup tables (LUTs)
• Dashboards
• Database tables as configured in the source e.g., categories, descriptions, formatting, and sorts.
• Calculated values
• DR tables and DR functions
• Reports Spaces

  • Report space is being cloned with their names.

  • Schedule dates parameters are being cloned

  • The cloned Fileboxes that were selected for the report space will be there in the cloned organization

Fileboxes that don’t have any DR function or DR tables won’t be copied across into the cloned environment.

Use Case

There are several reasons why you might want to clone an environment.

• Perhaps you need one for testing, or you are providing professional services to third parties and want to connect dashboards to your clients’ apps.
• Alternatively, you may want certain users or departments to have their own environment, so changes they make don’t impact others.

Getting Started

To clone an environment is really to create a new organization. This new organization will use one of your existing templates. You can also create a new template for the new organization, but it’s best to use an existing one for starters.

1. From Workspace click the dropdown in the top right and select Add New Organization. You can also get to Add New Organization from Admins in the left pane. Whichever way you go, you’ll get to this screen.
   

2. Complete the details.

   • Domain: Enter your Datarails email
   • Account ID: The field will auto-populate
   • Template: Select a template from the dropdown

3. Click Add. An information message appears:

4. Click OK. Datarails will send you an email and also create a new user Support@[your domain] in the new environment.

5. Wait a moment or two then go to your Inbox, click the link in the email and login using Support@[your domain].

6. Once you’re in, you can switch users by going to back to the dropdown in the top right of the Workspace and select Switch User.

Filter Shared Data

Use Case: To limit what data end users see in their reports, dashboards, drill downs etc. Allows you to create one standardized report or dashboard and share based on a common data point - i.e. department ID or branch ID in your source data.

To filter shared data:

1. Go to Admin > Members & Groups.
2. Search for the team member who should be included or excluded from accessing specific data.
3. Click the 3 dots icon ⋮ and select Edit Permissions Filter.
4. In the Change Permissions Filters dialog, select the table containing the data you want to filter.
5. Drag and drop fields into the Permission Filters pane.
6. Click the Filter icon.
7. In the pop-up, specify which data to include/exclude from the team member selected in step 2.
8. Click Apply.
9. Click Save.

Roles and Permissions

Within Datarails, there are four types of users: Super Admins, Admins, Contributors and Viewers.

Manage Roles

1. Select the Member.
2. Click the 3 dots icon and select Manage Role.
3. Select from Owner, Contributor, Viewer, then click Save.

Downgrading a Member's Role

When downgrading a user’s role, the Admin will be informed that the user’s current permissions to shared content will be affected. In practice, that looks like:

• If the new user is granted a higher role than their original, no verification is needed.
• However if the new user is being lowered from their original role, the system will inform the Admin that this new role will remove the user from certain groups, and the user will lose access to any content they have group access to.

When changing the user role also causes a conflict with the organization licenses restrictions, a license restriction notification will appear.

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