Overview
Keeping your documents and dashboards organized in Insights makes it easier for everyone to find and work with the right information. This article explains how to arrange content in folders, how folder permissions work, and how to control who sees what. For instructions on actually sharing content, see Sharing Content with Users in Insights.
Understanding Content Access Permissions
A user’s role—Viewer, Editor, or Manager—affects what they can do with your content in Insights. These roles can be set at either the folder or document level. Here’s a quick guide:
Access Roles and Permissions
Permission | No Access | Viewer | Editor | Manager |
View dashboards | ❌ | ✅ | ✅ | ✅ |
View & explore workbooks | ❌ | ❌ | ✅ | ✅ |
Update dashboards & workbooks | ❌ | ❌ | ✅ | ✅ |
Manage permissions on content | ❌ | ❌ | ❌ | ✅ |
When you’re giving someone access, it’s best to pick the least permissive role they need (e.g., Viewer if they just need to look).
Default Organization Access Roles
Every organization has a group folder in the Hub. By default:
All users in the organization have a Viewer role on this group folder.
Admins have a Manager role on the group folder.
Because Admins have Manager permissions, they can adjust the folder’s default settings, add subfolders, and fine-tune individual users’ roles. If you need a more restrictive setup, Admins can lower the default permissions for users, then selectively grant higher roles (Editor or Manager) within subfolders or documents.
Remember: While you can’t create extra “top-level” folders in the Hub, you can nest folders inside your group folder up to seven levels deep.
Inheriting Access Roles
In Insights, permissions are additive:
Additive Permissions: Subfolders and documents inherit the permission level of their parent folder, and you can grant a more permissive role at lower levels—but you can’t assign something more restrictive than the parent folder.
Folder Visibility: A folder will appear to someone if it contains at least one item they have permission to see. They’ll only be able to open content they’re authorized to access.
Example 1: Restrictive Folder Permissions
If Folder 1 requires Editor access, all documents and subfolders within it must have at least Editor or Manager access.
Example 2: More Flexible Permissions
If Folder 1 has No access, its documents and subfolders can have any higher level of access.
This setup allows for more granular control. Access can be added to subfolders and documents, but it cannot be removed from inherited permissions.
Real-World Example: Larger Organization with Multiple Regions and Hotels
Let’s apply the permissions structure within the context of a larger organization’s hierarchy to see how you can use it for your own folder and content organization.
Step-by-Step Structure
Create or Adjust the Group Folder’s Permissions
By default, everyone is a Viewer and Admins are Managers on the group folder. If you prefer a more restrictive approach, an Admin can set No Access for most users.
Only Admins (or other Managers designated here) can create subfolders and manage permissions further.
Add Region Subfolder
Inside the group folder, create a folder for Region 1 and another for Region 2.
Assign only the relevant Regional Directors and Corporate to each regional folder with Viewer, Editor, or Manager roles as needed.
Create Hotel Subfolders Under Each Region
Within Region 1, create subfolders for Hotel A and Hotel B.
Within Region 2, create subfolders for Hotel C and Hotel D.
Grant the hotel teams Viewer or Editor roles so they can see or edit content in their own hotel folder. They won’t see other hotels unless explicitly granted access.
Place Your Dashboards and Workbooks
Move or upload each hotel’s dashboards and workbooks into the corresponding Hotel A, Hotel B, Hotel C, or Hotel D folder.
Because permissions are additive, only the teams you’ve assigned to those folders can access the content.
Consider Regional Director or Corporate Access
If a Regional Director needs to oversee both hotels in a region, assign them Manager (or Editor, depending on your preference) at the Region Folder level.
If someone at the corporate level needs to see all regions, you can grant them an appropriate role at the group folder or region folder levels, as required.
Supporting Visual
Assigning Access Roles to Users
To assign access roles to users:
Click the Share button on the content.
In the Share with users field, select the users.
Choose an access role from the dropdown and click Share.
This ensures that the right people have the right level of access while keeping content secure and organized.
Next Steps and Additional Help
For details on sharing content with others, see Sharing Content with Users in Insights. If you have any questions or run into problems, please reach out to our Advisory team via in-platform chat. We’re happy to help!