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How to Manage User Groups and Permissions in Displayr

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When managing a Multi-User Account, it can be helpful to organize the users of the account into groups. This allows you to control which documents, and which pages within documents, each user can access. Only those users with an Administrator account are able to modify these settings.

Each user with access to your account is a member of one or more groups. For each document in your account, you can determine which of these groups is allowed to edit and view it.

For more detailed guides on how to control access for editing, viewing, and page-based viewing, see:

This article covers:

Requirements

You must have a paid Displayr License to convert to a multi-user account.

Method

Default Groups

New accounts will start with three levels of access:

  • Administrators - can add new users, create groups, and change the level of user access. Allows the user to administer the account, including changing billing details, adding/deleting users, configuring Users and User Group permissions, purchasing licenses, downloading Usage reports, etc. Create/Edit and View membership is automatically inherited.
  • Create/Edit Documents - members of this group have access to view and edit all projects. However, the user will need to be assigned an annual license in order to be able to edit documents. View membership is automatically inherited.
  • View Documents - members of this group can view all projects. By default, all new users will be added to this group. This user does not need a license. When the user views a document, their usage will be deducted from the pool of view-mode time. See How to Track Your Displayr Usage for more info.

Creating Groups

To create a group of users:

  1. Make sure your account is set up as a Multi-User Account.
  2. In Displayr, go to your Account Settings page and the Settings tab (see How to Access Your Account Settings).
  3. Scroll down to the Groups section. Here you will see the list of existing groups set up in your account.
  4. Click on + New Group. You will be taken to a new page.
  5. Enter a Group name.
  6. Enter any group's notes in the Notes section.
  7. Tick or untick the Explore checkbox based on whether or not you want users in this group to be able to use Explore mode. Users with enabled Explore mode have access to all of the data in your document, so this option is not appropriate for restricting access to parts of the data.
  8. OPTIONAL: Add members via Members > Add Member.
  9. Click Save.

This group will now appear in the list of groups on the Settings page.

Assigning User Accounts to Groups

Each user account in a multi-user account can be assigned to one or more groups.

You can assign a user to groups when you first add the users to your account or after they've accepted the invitation. New user accounts are created by going to the Settings page and clicking the + New User button at the bottom of the Users section. By default, the Group membership setting will be set to View Documents, but you can choose different groups from the list.

To change the groups that an individual user is assigned to:

  1. From your Account Settings, click on the Settings tab.
  2. Scroll to the Users section.
  3. Click on the name of the user you want to change.
  4. Change the selections in the User Group Membership menu.
  5. Click Save.

To update multiple users who are part of a group at once:

  1. From your Account Settings, click on the Settings tab.
  2. Scroll to the Groups section.
  3. Click on the Group that you want to edit the group membership.
  4. To add users, click + Add Member.
  5. Select the user(s) to add to the group. You can hold down the Ctrl key to select multiple users at once.
  6. To remove users from a group, click the X that appears in the Action column to the right of a user's name.
  7. Click Save.

Choosing which groups may access a document

Access is assigned to each individual document.

To set the access at an individual document level from the Documents page:

  1. Go to the Documents page.
  2. Hover over the name of the document that you want to change, click the box with 3 dots, and then select Settings.
  3. Expand the Access section.
  4. Change the selections in View access to choose which groups may view the document but not edit it.
  5. Change the selections in View and edit access window to choose which groups of users can edit the document (in addition to being able to view it).
  6. Click Save.

Note that you can expand the User with Access section to display a list of users who have access to the document, along with their current group membership.

To modify access to documents from the Groups settings:

  1. From your Account Settings, click the Settings tab.
  2. Scroll to the Groups section.
  3. Select the group that you want to modify access to documents for.
  4. Click the Access tab (under the Save button).
  5. Click the cog DocumentCog.png in the Manage column next to the document's name.
  6. This will take you to the Access section of the Document Settings page.
  7. Change the selections in View access to choose which groups may view the document but not edit it.
  8. Change the selections in View and edit access window to choose which groups of users can edit the document (in addition to being able to view it).
  9. Click Save.

Restricting access to individual pages (tab-based access)

You can also restrict pages in your document so that only certain groups of users can view them. This may be appropriate when you have a large document and some results are only relevant to some of the end-users.

It is important to note that users assigned to one of the default groups (Administrators, Create/Edit Documents, or View Documents) will be able to access and view all the pages in your document. As a result, any user who is to be restricted to individual pages must not be a member of any of the default groups.

To choose which user groups can view each page of the document:

  1. Create your document.
  2. Publish it for the first time using Share > Publish to web.
  3. When publishing, choose the option Login and password required.
  4. Go to the document's settings as described above or by clicking 26UI_DocumentSettings.png > Document Settings to the right of the document's name.
  5. Expand the Access section.
  6. Scroll down to the bottom and click Set tab-based access to document.
  7. For each Tab (page), select the groups you wish to grant access to the page. You can make multiple selections by holding CTRL.
  8. Click Save.

Please note that publishing a free document privately will convert the document type to professional. Publishing a document privately requires a Professional Displayr license and server time for private dashboards. See Free vs Professional Documents for more information about document types.

Enable a document to change based on the user's group membership

It is possible to set up a document so that it changes the sample and outputs that are shown based on the group membership of the user who is viewing the document. This means that you can create pages that show only data that is relevant to the person who is viewing the document. For instance, you may create a document that contains survey responses for different departments within your organization, and create a filter selecting only responses that relate to the department of the user who is logged in to view the document.

In an R Output or R Variable, the following special code will always create a vector that contains the names of the groups of the current user:

QViewModeUserGroups

Your R code can then make decisions based on the groups that are shown. See here for a detailed example of how to set this up.

Next

How to Add Users to a Group

How to Give Groups of Users Access to a Document

Watch our New Users and Permissions video

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