Data Entry and View Restrictions
In this article, you'll learn how to lock specific values or time periods for data entry, as well as how to assign specific users to view or enter them.
DATA ENTRY RESTRICTIONS:
Set up rules which will allow you to control which users have access to certain values and designate who is responsible for inputting metric data.
Rules can be applied universally to all objects for which the metric is tracked (Default Rule) or can be specifically targeted to selected objects (Rules for Selected Objects).
1. Default Rule
This rule applies to all objects by default. However, if more specific rules exist for certain objects, they will override the general rule, and the default rule will not apply in those cases.
If you don't set up a default rule, all time intervals and values will automatically be open for data entry by all users across the system, provided they have sufficient folder access.
How to set up a Default Rule
- Step 1 - Go to Metric Settings > navigate to Data Restrictions tab > Click +Add green icon.
- Step 2 - Select a Default Rule option
- Step 3 - Data Entry Lockout – use this if needed to limit data entry to only specific individuals or groups across the entire organization, or leave it open for more specific settings under individual objects (described below in “Rules for Specific Objects”).
- Step 4 - Move to the "Rules for Individual Time Intervals" section and Click +Add green icon.
In this section you can set up following:
a) Select time periods to which this rule should apply or leave empty to apply to all intervals.
b) Choose a Lock option that fits your data entry needs separately for your Actual, Plan, and Forecast data.
c) Create additional rules if needed.
d) Select Administrators who can override this rule and enter data during locked periods if necessary.
In the example above, daily values will remain open for all users. However, plan values will be locked for data entry three days after the time period ends (e.g., if your week runs from Sunday to Saturday, data entry will be locked at midnight on Wednesday). Forecast values will also be locked. In this case, only administrators will be able to enter plan values after the three-day period and input forecast values.
- Step 5 - After completing your selection, close the window, and you will see your default view created and marked accordingly.
2. Rules for Selected Objects
You can specify organizational units, projects, or other objects to which the rules should apply. These targeted rules will always take precedence over the default rules.
How to set up a Rules for Selected Objects
- Step 1 - Go to Metric Settings > navigate to Data Restrictions tab > Click +Add green icon.
- Step 2 - Select the "Rules for Selected Objects" option.
- Step 3 - Choose the Object(s) for which this rule will apply (org. units, action lists, partners, etc.). Include subfolders if applicable.
- Step 4 - Data Entry Lockout – use this if you need to limit data entry to only specific individuals or groups for these selected objects, or leave it unchecked to allow all users with data entry rights for those selected objects.
In the example above, only Jane and Steve can enter Actual data during the selected period until it is locked three days after the time period ends. Administrator Chuck Hagel can modify Actual values at any time. The Plan and Forecast values are locked and can only be changed by Administrator Chuck Hagel.
- Step 5 - Move to the "Rules for Individual Time Intervals" section and Click +Add green icon.
In this section you can set up following:
a) Select time periods to which this rule should apply, or leave empty to apply to all intervals.
b) Choose the Lock option to fit your data entry needs for Actual, Plan, and Forecast data.
c) Create additional rules if necessary by clicking on +Add rule icon.
d) Select Administrators who can override this rule and enter data during locked periods if needed.
e) Select Labels that will be applied to all objects and metrics displayed on any metric dashboard.
f) Next, assign administrators who will have the ability to enter data during the locked periods.
Please note if you select an option for Lock as "by default rules applied to all objects", only administrators selected for this default rule will be able to enter data.
In this example, only Paul and Michael can enter Weekly, Monthly, Quarterly, and Yearly Actual values. However, Plan and Forecast values must adhere to the designated locks and administrators specified in the default rule.
- Step 6 - Add multiple rules if needed by using +Add green icon. Each rule operates independently with its assigned administrators.
DATA VIEW RESTRICTIONS:
Ensure that metric values can only be viewed by users with specific permissions.
*Sufficient access is required and can be configured by your system administrators.