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The "Only Assigned Data" setting in Roles and Permissions is a powerful tool designed to enhance data security and streamline user experiences. This setting ensures that team members only see data specifically assigned to them, minimizing confusion and maintaining data integrity.
Why and How to Use "Only Assigned Data" with Dashboards
Use Cases and Benefits:
Enhanced Security: By limiting data visibility, sensitive information is protected from unauthorized access, ensuring that only relevant team members can view specific data.
Improved Efficiency: This feature automatically filters dashboard widgets to display data pertinent to the user without the need for manual filtering. This reduces setup time and allows users to focus on their tasks.
Simplified Workflow: The system automatically restricts widget data, preventing users from seeing information that isn’t relevant to their role. This results in a more organized and user-friendly dashboard experience
Examples of Use:
Sales Teams: Sales managers can ensure that sales representatives only see their own leads and opportunities, preventing data overlap and enhancing focus.
Customer Success: Team members can be restricted to viewing only their assigned customers, calls, or appointments, leading to faster response times.
Step 1: Navigate to Settings:
Click on Settings -> My Staff
Search for the specific team member whose data visibility you want to configure. Click on the Edit action next to their name.
Step 2: Enable "Only Assigned Data":
In the Roles and Permissions section of the profile, find the Data Visibility Scope option.
Select Only Assigned Data from the dropdown menu.
Step 2 of 3: Select Only Assigned Data from the dropdown menuWhat this shows Step 2 of 3: Select Only Assigned Data from the dropdown menu.What this showsShows what to choose for step 2 of 3 in the "Step 2: Enable "Only Assigned Data":" section of "How to use "Only Assigned Data" setting with Dashboard".This screenshot accompanies step 2 of 3 in the "Step 2: Enable "Only Assigned Data":" section of "How to use "Only Assigned Data" setting with Dashboard". At this point in the walkthrough you select Only Assigned Data from the dropdown menu. The next step is to as per the older User Permission screens.Step 2 of 3Image 1 of 3What to chooseSelect Only Assigned Data from the dropdown menu.Next stepAs per the older User Permission screens.All 3 steps in this procedure
In the Roles and Permissions section of the profile, find the Data Visibility Scope option.
Select Only Assigned Data from the dropdown menu. this image
As per the older User Permission screens.
As per the older User Permission screens.
Step 3 of 3: As per the older User Permission screensWhat this shows Step 3 of 3: As per the older User Permission screens.What this showsShows what this covers for step 3 of 3 in the "Step 2: Enable "Only Assigned Data":" section of "How to use "Only Assigned Data" setting with Dashboard".This screenshot accompanies step 3 of 3 in the "Step 2: Enable "Only Assigned Data":" section of "How to use "Only Assigned Data" setting with Dashboard". At this point in the walkthrough you as per the older User Permission screens.Step 3 of 3Image 2 of 3What this coversAs per the older User Permission screens.All 3 steps in this procedure
In the Roles and Permissions section of the profile, find the Data Visibility Scope option.
Select Only Assigned Data from the dropdown menu.
As per the older User Permission screens. this image
Step 3: Save
Please Note:
If a widget has a hardcoded filter for another team member, users with "Only Assigned Data" enabled will see a permission-required message.Step 3: Save (image 3 of 3)What this shows In the Roles and Permissions section of the profile, find the Data Visibility Scope option.What this showsIllustrates the "Step 3: Save" section of "How to use "Only Assigned Data" setting with Dashboard".This screenshot appears in the "Step 3: Save" section of "How to use "Only Assigned Data" setting with Dashboard". The text alongside this image reads: In the Roles and Permissions section of the profile, find the Data Visibility Scope option. Select Only Assigned Data from the dropdown menu. As per the older User Permission screens.Image 3 of 3What to chooseIn the Roles and Permissions section of the profile, find the Data Visibility Scope option. Select Only Assigned Data from the dropdown menu. As per the older User Permission screens.
