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User roles and access permissions

 

Roles represent a collection of users that are assigned permissions by an administrator to perform similar actions or functions. A user can belong to one or more roles. If a user is a member of more than one role their access permissions are merged.

Klipfolio includes the following roles:

  • Admin
  • Editor
  • View-Only
  • View-Only (No PowerMetrics)

To simplify setup and deployment, we recommend you use these built-in roles, however you can also create your own custom roles. If you decide to create a custom role, ensure you select all necessary permissions, for example, if you want the role to give access to PowerMetrics or the ability to model a data source, be sure to select the "Access API" permission. Learn more about custom roles here.

Notes:

  • If you assign a user Administrator rights, remember they will have access to all information associated with your account as they are not governed by any group access rights.
  • We’ve added a new View-Only role that includes access to PowerMetrics. To give existing View-Only users access to PowerMetrics, you need to migrate them from the View-Only (No PowerMetrics) role to the new View-Only role. Learn more here.
  • Both role and group access rights affect a user's permissions. For example, if a user is assigned the editor role and is a member of a group with use only rights to a specific Klip, the user will be unable to edit the Klip even though they have editor permissions.

Permissions and permitted actions

The following table lists the permissions that are assigned to the built-in roles of Admin, Editor, View-Only, and View-Only (No PowerMetrics) that come with Klipfolio.

Permissions

Permitted action

Admin

Editor

View-Only

View-Only (No PowerMetrics)

Klips

          
Access Klips View a list of Klips to which you have access ☑ ☑    
Build Klips Create new Klips ☑ ☑    
Share Klips Change Klip share rights ☑ ☑    
Email Klips Email Klips and schedule email snapshots ☑ ☑    
Embed Klips Create and manage embedded instances of a Klip ☑ ☑    
Download Klips Transfer a Klip locally ☑ ☑    
Edit Klips Modify Klip content ☑ ☑    
Delete Klips Permanently remove a Klip from the list of Klips ☑ ☑    
Import Klips Import a Klip to/from a client account ☑ ☑    

Dashboards

          
Access dashboards View a list of dashboards to which you have access ☑ ☑ ☑  
Build dashboards Create a new dashboard ☑ ☑    
Share dashboards Change dashboard rights ☑ ☑    
Publish links to dashboards Generate published links to share with others ☑      
Email dashboards Email dashboards and schedule email snapshots ☑ ☑    
Download dashboards Transfer a dashboard locally ☑ ☑    
Edit dashboards Modify a dashboard ☑ ☑    
Delete dashboards Permanently remove a dashboard from the list of dashboards ☑ ☑    
Manage dashboard visibility Manage all dashboards ☑      
Import dashboards Import a dashboard to/from a client account ☑ ☑    

Data sources

          
Access data sources View a list of data sources to which you have access ☑ ☑    
Create data sources Create new data sources ☑ ☑    
Share data sources Change data source rights ☑ ☑    
Download data sources Transfer a data source file locally ☑ ☑    
Edit data sources Modify a data source file ☑ ☑    
Delete data sources Permanently remove a data source file from the list of data sources ☑ ☑    
Import data sources Import a data source to/from a client account ☑ ☑    

PowerMetrics

          
Create PowerMetrics Create a new PowerMetric ☑ ☑    
Edit PowerMetrics Modify a PowerMetric ☑ ☑    
Delete PowerMetrics Remove a PowerMetric ☑ ☑    
Share PowerMetrics Share a PowerMetric ☑ ☑    

General

          
Add/remove/rearrange dashboards Manage dashboards ☑ ☑ ☑  
Add/remove/rearrange Klips Manage dashboard Klips ☑ ☑    
Switch theme Switch dashboard theme ☑ ☑ ☑  
Enter full-screen mode Enter full-screen mode ☑ ☑ ☑  
See comments View Klip notations ☑ ☑ ☑ ☑
Add/edit comments Manage notations ☑ ☑    
See data source warnings View data source warnings ☑ ☑    
See Getting Started links View Getting Started links ☑ ☑    

User, Groups and Roles

          
Manage all users, groups, and roles Administer/edit Klipfolio user accounts, groups, and roles ☑      
View all users View a list of users ☑ ☑    
View all groups View a list of groups ☑ ☑    

Account

          
Edit profile Modify settings on users' "My Profile" page ☑ ☑    
Manage company settings Administer company branding ☑      
View account usage View event logs, refresh history and published dashboards ☑      
Manage connected accounts (OAuth tokens) Administer own OAuth tokens ☑ ☑    
Access API Authenticate and send requests to Klipfolio API
Contact your dashboard admin for full API permissions		 ☑ ☑ ☑  

Admin

          
Manage all Klips Administer dashboard Klips ☑      
Manage all dashboards Administer all dashboards ☑      
Manage all data sources Administer data source files ☑      
Manage all clients Administer all client accounts regardless of share rights ☑      
Manage all comments Administer Klip notations ☑      

Clients

          
Access clients Allow access to the client section in partner accounts ☑ ☑    
Add clients Create new client accounts ☑ ☑    
Share clients Change rights to client accounts ☑ ☑    
Edit clients Modify client accounts ☑ ☑    
Delete clients Remove client accounts ☑ ☑    
Signin as admin Login to the client account as an administrator ☑ ☑    

Migrating users to the new View-Only role

We’ve added a new View-Only role that includes access to PowerMetrics. To give existing View-Only users access to PowerMetrics, you need to migrate them from the View-Only (No PowerMetrics) role to the new View-Only role.

By default, View-Only users now have the ability to set a dashboard to display in full-screen mode and apply either a light or dark theme. In addition, they can view the list of dashboards that have been shared with them, and open, close, and rearrange the order of dashboards in the side navigation bar. The previous View-Only role has been renamed to View-Only (No PowerMetrics).

If you have users who are assigned to the View-only (No PowerMetrics) role, please note:

    • You will have access to the “View-Only (No PowerMetrics)” option as well as our new, updated version, that supports PowerMetrics. If you want your View-Only users to be able to access PowerMetrics, they must use the new View-Only role.
    • If the View-Only (No PowerMetrics) role is assigned to at least one user in your account, that option will continue to be available to you. After you migrate all users to the new View-Only role, the View-Only (No PowerMetrics) option will no longer be available.
    • As a Partner, if you sign into a client account as “View-only”, you will use the view-only role variant that’s active in the client’s account. If View-Only (No PowerMetrics) roles are being used in the client account, you will sign in using that role. If there are no users with the View-Only (No PowerMetrics) role, you will sign in using the new View-Only role.
    • In the past, if you shared a dashboard with a group and applied the visibility setting “Add to library only”, the dashboard would be added to the user’s list of dashboards but those with the View-Only (No PowerMetrics) role wouldn’t be able to see the list. The new View-Only role enables the user to see the list of dashboards.

We advise you to check the dashboards you’ve shared with View-Only (No PowerMetrics) users and make sure you are happy with users’ access before migrating users to the new View-Only role.

Learn more

 
Updated
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