Confidential Reporting & Content Access Control

this document reviews ashby analytics content access control you will learn about making reports and dashboards private or public to your organization's users, and how to share private reports with specific individuals content access vs permissions in ashby analytics, reports and dashboards are thought of as "content" making a report or dashboard private to yourself, shared with a restricted set of users, or shared with your entire organization is the focus of content access control what results show up in a report, e g whether a user sees a summary including all departments and jobs versus a summary that shows only the engineering department, is the focus of permissions, sometimes referred to as data access control content access controls what content, reports or dashboards, a user is allowed to view permissions controls what data is available in reports or dashboards if you want to restrict what results users see in their reports, see docid\ i5jhibmkqhyobnnvrl8rk content access in ashby in ashby, you can restrict access to both reports and dashboards there are two states content can be in private restricts access to the user and anyone on the access list public shared to your organization, i e viewable by any ashby user upon saving new content, the user will have the choice of making it private or public content the default option is to create public content the access control settings for any report can be adjusted at a later time change access settings access settings can be adjusted at any time by admin users the access settings can be viewed under the more menu, with an open or closed lock icon indicating whether the content is public or private make a public report private a public report can be made private at any time by selecting more > access > make private doing so will remove all access to the report and remove the report from any private dashboards that are private to more than just you as a user as this action can impact other users' experience, we ask that you confirm the choice in a two step process screen cast 2022 11 21 at 2 39 54 pm gif make a private report public a private report can be made public at any time by selecting more > access > make public > remove access restrictions when making a private report public, we ask for confirmation as the report will become accessible to all ashby users screen cast 2022 11 21 at 2 44 08 pm gif manage access of private content any private content can be shared with other users by adding them to the access list the content author and only the author is given the option of enabling further access management by users that are added to the access list by toggling a "allow sharing" option the primary content access management options are make the content public, granting all organization users access add additional users to the access list permit whether users on the access list can add the report to dashboards and grant access to other users revoke all access to make the report strictly private revoking all access will remove access to the report from all users in addition to removing the report from all dashboards that are not private to you as this choice may impact other users' experience, we make it a two step confirmation dashboard access and report access similar to reports, dashboards can be created as public or private dashboards can also have a restricted access list to enable sharing with a select set of users items to keep in mind when adding reports to dashboards add report to dashboard after a report is added to a dashboard, it is accessible to everyone who has access to the report directly and everyone who has access to the dashboard if a user has access to the report by having access to the dashboard, they can also view the report on its own (outside the dashboard in the saved report view) remove report from dashboard anyone who had access to the report solely by having access to the dashboard will no longer have access to the report remove user from report access control list if the removed user does not have access to any dashboard that the report is on, this action will remove the user’s access to the report if they do have access to a dashboard the report is on, the user will continue to have access to the report private reports on dashboards it is possible to add a private report to any dashboard in doing so, you grant users with access to the dashboard access to the report as dashboards and reports have separate access lists, the access list for the report may be empty (apart from you) if any other users have access via a dashboard you will see the revoke all access button, allowing you to enforce strict privacy and remove access to the report from all users a report with no users explicitly on the access control list, but the "revoke all access" option being present alerts you that users have access to this report via dashboards lock or unlock a report users with an admin license can lock or unlock a report in order to prevent other users from making changes or accidental edits only the user who locked the report will be able to unlock it if a report is unlocked, the button will say unlocked and the lock icon will be open if a report is locked, the button will say locked, show closed lock icon, and be a golden yellow color to lock a report, click the button that says “unlocked” and select lock report to unlock a report, click the button that says “locked” and select unlock report screen cast 2023 01 10 at 8 59 26 am gifscreen cast 2023 01 10 at 9 00 41 am gif if the user who has locked a report has been deactivated or terminated, then any organization admin can unlock the report screen cast 2023 01 10 at 9 10 19 am gif faq what should i do if a report is locked and the user who locked the report no longer works for our organization? reach out to an organization admin as they will be able to unlock the report if you do not know who is an organization admin in your organization, please reach out to us at mailto\ support\@ashbyhq com