How permissions work in Kiwi
In Kiwi, you have full control about your Tableau contents. Access to Tableau Views is managed in Teams by simply assigning Users and Tableau Views to a Team. Every User in a specific Team can see all the Reports that are assigned to this exact Team. Of course, users and reports can be assigned to different teams.
NOTE: By default, all Tableau Views that you import to Kiwi are set to private and hence not accessible by any other user than admin.
There are three different user roles in Kiwi that determine what a user can do:
Admin users are allowed to create and change team permissions. They can create edit and delete anything within Kiwi. Besides, they connect Tableau servers and create smart BI messaging datasources.
Internal users can create scheduled reports, KPIs, and rules by themselves. They are also allowed to delete and change their own but cannot edit or delete any other ones.
External users are just plain receivers of scheduled reports or smart BI messages. They cannot create anything within Kiwi. As part of a Team, they can get access to Tableau Views within the Slack BI Self-Service.
Sign in to Kiwi Admin Portal and go to Settings > Teams.
By default, you will see only one team called "Public". As you can see all users are assigned to the "public" Team by default. Yet there are no Views added to the "public" team without you doing it.
To create a new Team click on the "New Team" Button on the right-hand side of the screen. Enter a name for the new Team e.g. "Management" or "Sales" and hit OK.
You will see the following Team-Detail page where you have got two panels below each other.
The first panel shows all available users of your company on the left side. On the right side of the panel are the users displayed who are assigned to this Team. To assign a user to a Team, just click on the name of the desired user to move the name to the right side of the panel.
The second panel shows all available reports on the left side. On the right side of the panel are the Views displayed that are assigned to this team. hence will be visible to the users of the Team. To assign a View to a Team, just click on the name of the desired View to move the View to the right side of the panel.
All Changes are saved automatically.
NOTE: The user who creates a Team will be the Team-Owner and can not be removed from the assigned user list.
You can also create Teams by selecting users of your company on the Users tab and click on the "New Team" button. The previously selected users will be added to the Team.
Having access to a view in Kiwi means being able to
- see the view in the Portal
- add the view to a Monitor
- request the view via the Kiwi Menu
Permission Types for Views
In general, Tableau views imported into Kiwi can be "private", "public" or have custom permission tags assigned to them.
- Private views are only visible to the user who imported them and to administrators
- Public views are visible to every Kiwi user within your organization
- Custom permission tags can be used to grant only specific users access to those views
Viewing the permission tags assigned to a view
To see which permissions a view currently has, go to the view in the Portal and click on the i Icon.
Please note that access permissions only affect the visibility and interaction within Kiwi. It does not enforce who can receive a view via E-Mail or see it within a Slack channel.
This is within the responsibility of the person who is sharing contents. Just like you could share any manually generated Tableau export with anyone, the same is true for Kiwi