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Ref. Analytics: Manage a dataset's user access permissions

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For each Reference Analytics dataset, you can define the permission levels for Regular and Ref. Analytics Only Users. This allows you to restrict user access to certain datasets while elevating the permissions of other users who may need greater access to view and edit transactions and even to make changes to the dataset settings and fields. User permissions can be managed when creating or managing a user's account or when configuring a dataset on the User Access tab, as described below.

With Ref. Analytics dataset permissions,

  • System Admins automatically have full access to everything, in all datasets.
  • The default permission for Regular Users and Ref. Analytics Only Users in new datasets is No Access, but each user with those account types can be given different permission levels within each dataset, according to your needs.

Here's a breakdown of the permission levels available for Regular and Ref. Analytics Only Users:

Permission Admin Editor Regular Read-only No Access
Create, edit, and delete datasets and pre-defined questions No (this can be done by full system admins, but not dataset admins) No No No No
Edit dataset settings and metadata fields Yes No No No No
Add/edit others' transactions Yes Yes No No No
Add/edit own transactions Yes Yes Yes No No
View transactions Yes Yes Yes Yes No
View statistics Yes Yes Yes Yes No
Generate a cross tab report Yes Yes Yes Yes No

Add users to a dataset

  1. Go to Admin > Ref. Analytics.
    • Note: only admin-level accounts can add new users to a dataset.
  2. Click on the Edit dataset () icon under the Actions column.
the Edit icon for a dataset
  1. Select the User Access tab.
  2. Click the Add Users to Dataset button.
    • If you see the message, "There are no users available to add to this dataset," then the full user list has already been added at a permission level greater than No Access. Close the popup and locate them in the main list to update the permission level as needed.
  3. Select the desired Users from the dropdown by checking the boxes by their names. You can search for a specific user as well as choose Select all to select all users in the list.
  4. Choose the Access Level that you want to apply to the user(s) you selected.
    • Read-only: Can view transactions, but cannot add or edit them.
    • Regular: Can view transactions, plus add/edit their own transactions, but not add/edit others' transactions.
    • Editor: Can view transactions, add/edit both their own and others' transactions, but cannot edit dataset settings or fields.
    • Admin: Can view and edit dataset fields, settings, and all transactions (theirs and others). They cannot add or delete datasets or manage pre-defined questions.
  5. Click the Add User to Dataset button.
    • If you want to add users at different permission levels, do them in batches.
    • For example, in the first batch, add all Admin users. Then, repeat the above steps to add all Editor users in a second batch, and so forth.
Add users to dataset

Edit a user's access level

  1. On the User Access tab, locate the user in the User Access table.
  2. In the Level dropdown, select the new user permission to apply. To remove the user from the dataset, select the "No Access" option.
    1. Admin-level users are labeled System Admin. They can access all functions of every dataset, and their permissions cannot be changed.
  3. Click Save.
Edit a user's dataset permission