There are five ways to edit a user's access and views in Zoined: Roles, Teams, User permissions, User default parameters and Restricted Company Report/Dashboard.
Roles
There are three different roles a user can be assigned.
Admin – has rights to get into portal and can:
Create, edit and delete users
Define Analytics posts
Define User Settings and other company settings
User – has right to use portal and all reports.
User’s rights to access data can be limited using “User Rights” button to include only selected store(s) and the access settings that set by admin
Email only - has no access to the service web portal but can unsubscribe email reports
An admin selects email reports this user will get. Email only user has no access to the service web portal but can unsubscribe email reports.
This functionality is very useful if you want to limit users access to data such as:
Sales personnel – e.g. sales of a whole store vs. sales person’s own sales
Supplier – e.g. development of the Suppliers sales
Customer – e.g. development of customer’s purchases
Report folders
There are five different report folders with its access/visibility. A report is automatically placed in the appropriate folder based on its visibility settings.
Analytics Library: Contains default reports and dashboards created by Zoined. These reports are available to all users in your company.
My Analytics: Contains your personal reports and dashboards. These reports are visible only to you. When you change a report into a Team or Company report, it is automatically moved to the corresponding folder.
Company Analytics: Contains reports shared within your company. Reports can be visible to everyone or restricted to selected users or teams, depending on the report's visibility settings.
Team Analytics: Contains reports shared with a specific team. If a report needs to be shared with multiple teams, it must be saved as a Company report and its visibility restricted to the required teams.
Other user's analytics: TBD
Teams
Teams enable access to specific data and/or email reports. Users belonging to a team inherit the access rights and email subscriptions of the team. User can belong to multiple teams.
To create or edit a team go to Settings->Teams. From there you can select which restaurants'/stores' data a team can see, and which metrics and groupings they can or cannot see. Let's say you have a purchasing team responsible for several restaurants. You can select all those restaurants for this team, and exclude any staff related metrics and groupings, if that is not relevant to their work:
You can also provide access to specific reports/dashboards, which are not publicly available, and you can choose Analytic posts which will be emailed to all team members according to the posts' settings.
User permissions
You can assign a single user's access to your data in Zoined by either adding them to a team, in which case all the restrictions and allowances will apply to that users, as well as analytic post subscriptions:
Or you can make all of these settings on a user-level in a similar manner than for a team:
Administrators can configure the following access and visibility settings for each user.
Role
Role
Defines the user's role within Zoined.
Admin
User
Email Only
Language
Language
Sets the user's preferred language for the Zoined interface.
Newsletter Currency
Newsletter Currency
Defines the currency used in Analytics Post (email report) subscriptions. Users can use the company default currency or select another available currency.
Allow File Export
Allow File Export
Controls whether the user can export reports and dashboards.
Allow – The user can export data (for example to Excel or CSV).
Deny – Export functionality is disabled.
Teams
Teams
Assigns the user to one or more teams.
Team membership can automatically provide access to reports, dashboards, Analytics Posts, and team-specific permissions.
User Permissions
User Permissions
Restricts the data the user can access throughout Zoined.
Permissions can be configured for:
Store
Metric
Grouping
Each permission supports the following modes:
None – No restriction.
All – Access to all available values.
Include – Access only to the selected values.
Exclude – Access to all values except the selected ones.
These permissions apply across reports, dashboards, and other analytics throughout the portal.
Default Dashboard
Default Dashboard
Specifies which dashboard is displayed when the user logs in.
If no dashboard is selected, the System Default dashboard is used.
Allowed Restricted Dashboards
Allowed Restricted Dashboards
Grants the user access to dashboards that have been marked as restricted.
Only the dashboards added here will be visible to the user.
Allowed Restricted Reports
Allowed Restricted Reports
Grants the user access to restricted reports.
Only the reports added here will be available to the user.
Default Parameters
Default Parameters
Defines default filter values that are automatically applied whenever the user opens reports or dashboards.
Examples include:
Time
Store
Product
Supplier
Customer
Sales Person
Payment Type
Region
City
Country
These defaults help personalize the user's experience while still allowing them to change filters during analysis.
Analytics Post Subscriptions
Analytics Post Subscriptions
Assigns Analytics Posts (email reports) directly to the user.
The selected Analytics Posts are delivered automatically according to each subscription's schedule and settings. Administrators can use this to manage email report visibility on an individual user level.
Default parameters (ask later as I can not find)
Default parameters are a good way to easily create personalized analytic posts. You can create one post for whole organisation, and set up default parameters for users. A user whose default store is Helsinki, would then automatically get analytic posts based on that location's data. Default parameters do not restrict a users access.
You can make these selections in
And then in the analytic post's setting you can check the box which will automatically adjust the email report to the user's default view. If a user has eg. three stores selected as default, they will get three separate email reports, one for each store.
Report, Dashboard, and Analytics Post Definition Visibility
When creating or editing a Report, Dashboard, or Analytics Post Definition, you can configure who has access to it by setting its visibility.
For detailed instructions, see the Configure Visibility section in the following articles:
Report viewer restriction
You can also restrict the visibility of a specific report or dashboard with selecting the "YES" option in "restrict access" area of report creation / editing.
You can restrict the visibility to certain users or teams, or both.
