FLOW Analytics | Set Up a Client/Supplier profile so they can log in and few their own data

Some of our clients have started requesting that we provide their clients with logins to Flow Analytics so they can see their own data.

This will be requested more going forward. I am going to use Zacpak from the Moosas environment to showcase how to do the setup correctly.

Follow the below steps:

1. Create Role and make it View Only Role = Yes (otherwise client can build dashboards and this is a data integrity risk).

 

2. Create Attribute. 

      Navigate to the Attribute menu and add a new Attribute. Call it EXACTLY what it is in the data. So for example Zacpak's exact name is used as a client name in the DrName column as ZACPAK CAPE TOWN DEPOT (PTY) LTD.

3. Create User. 

      Create the user account with the standard requirements. Then assign the correct Role to the user - in this case it will be Moosas_Clients.

Then click on Link Attribute so we can assign the user to the column in the data.

4. Link Attribute.

      Select the created Attribute from the dropdown, and then type in the name in the Value field exactly as it is in the dataset. Again in this example it will be ZACPAK CAPE TOWN DEPOT (PTY) LTD. Then Save.

5. Now that the user is sorted, we need to filter the data in the data model to the Attribute that's linked to their user.

      Navigate to the Data Model menu and select the Data Model where the dashboard's data pulls from. In this example, it will be "Moosas - Load Schedule" Data Model.

6. Access.

      Click on the Access button.

7. Role Based.

      Choose Role Based (bottom) and click Add New because we are going to link numerous users from the same company to the Data Model.

8. Role Based Setup.

      8.1 Role - Choose the role you created in step 1 - mine was Moosas_Clients.

      8.2 Type - Choose Custom Attribute.

      8.3 Column - Choose the column in your Data Model that will be the company's name that matches to the Attribute we created. In Datatim's world, this will always be the DrName column.

      8.4 Value - Here you link the created Attribute from step 4 from the dropdown - in this example ZACPAK CAPE TOWN DEPOT (PTY) LTD.

9. Space access.

      Make sure that you always make sure the user role has access to the Space and relevant dashboard(s) within said Space.

      In my example, the client needs access to the Operations space, and 4 relevant dashboards.

      Open the Space and click Edit.

      Link Moosas_Clients to Access Level and save.

10. Dashboard Access

      Open each relevant dashboard and then Settings (on the right). Click Edit Dashboard. 
      Under Dashboard Access, assign the Moosas_Clients Role.

11. NOW the user has dashboard access to only their data.

Need to send automated reports to these user with the data filtered to their company as well? Follow the steps below.

12. Create your Schedule as per usual.

13. Associate Dashboard. 

      Do this setup as per usual BUT  assign the Role you created and link to the user and Data Model (in my case Moosas_Clients). Also tick the Run as Registered User to Yes.

14. Crack open a Beer and Relax!

In summary, the user is assigned to their company. They see only their data and receive automated reports with their data - keeping all clients data separate.

FAQ's:
1. What about other companies wanting the same?

      You can assign them to the same user role (Moosas_Clients) but then create new Attributes as their company name differs from others.

2. How can I make sure the data is correctly filtered?

      Go to settings and Impersonate the User to see how their version of the dashboards would look like.

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