Note: This function is available for users with a Dashboard Extension
Conditional data access for Dashboard Reports is used to display selected results for a specific target group (dashboard viewers). This article explains how to set it up.
General rules and information
- Dashboard viewers are set up as a panel. Member variables within the panel can be used to filter data in the report. Here you will find instructions on how to set up a workspace to be able to add panels
- The Dashboard Viewer panel must be connected to the Dashboard Report on the Share Report tab in the Dashboard environment
- The data filter at report/table/column or row level can be customised once the panel is connected to the Dashboard Report.
Three artefacts are therefore required for this function to work:
- a survey – in this example an employee satisfaction survey
- a professional analysis report with all the data
- a panel with the dashboard viewers
Note: It is possible to filter the Dashboard Report data based on a panel variable. This variable must be defined in the panel and filled in for each dashboard viewer. In this use case, we will filter the data based on the country of the respective manager.
Step-by-step instructions
1. Setting up the dashboard user panel
The dashboard viewer panel is created like a normal panel, with reference to the email address and one password per member. Make sure to include all necessary member variables to set up possible filters. In our example, this member variable is called Country.
Note: To create the dashboard viewer panel, the panel option must be activated on a workspace level. Here are the instructions on how to enable the panel option per workspace. You should be able to see Panel next to Sample:
2. Connect report to dashboard viewer panel
Open the Dashboard Report and go to the Share report tab:
Enable Authorisation Panel tab and select the Dashboard Viewer panel:
You can select any panel within this workspace. You can connect one dashboard viewer panel per report.
As soon as the panel is connected, data access is automatically switched from private/public to conditional.
The default condition for conditional data access is that the“panel email is not empty“:
This allows access to the report to be restricted to dashboard visitors who must log in with their email address and password. Once they are logged in, they can see the unfiltered content. In this use case, all managers within the Dashboard Viewer panel can see all data in the report.
You can test this setting by trying to access the report in the incognito mode of the browser.
Remember that Survalyzer licensed users can always access all reports in all surveys in the workspaces they have access to.
The next section explains how to filter the data differently for each dashboard viewer.
3. Filter report data by panel member variables
The report data can be filtered individually for each dashboard viewer. There are several possible scenarios and use cases:
Use case 1: Filtering the entire report data based on panel member variables
In this scenario, the panel members should only see the report data that relates to them. This is possible based on a filter that compares survey variables and panel member variables. In our example, respondents are asked in the survey for which country they are completing the survey. Our goal is that the viewers of the dashboard should only see the results for their country.
Use case 2: Filtering only selected tables or columns based on panel member variables
This is a benchmark scenario where panel members want to compare the results displayed in a dashboard. In our use case, the benchmark is performed between the total NPS of all countries and the country assigned to the dashboard viewer.
In both scenarios, the filter is set up in the same way. The difference is that the filter in use case 1 is set up at report level, while the filter in use case 2 is set up at table level. The setup of the filter is identical:
Restrictions
- The data access type is currently set up per survey and not per report. You cannot create a public basic report and a professional conditional access report based on the same survey. To do this, you would need to duplicate the entire survey with results and set different access settings in a duplicated version.
- You can only set up one dashboard viewer panel per report
Tips and tricks
Dashboard viewer:
- If the data is to be filtered based on a panel variable, it is recommended to use a numeric variable and define its labels in the “Manage code plan” settings to avoid errors
- Create distinguishable names for member variables to avoid errors.
Troubleshooting
I have set up conditional data access as in use case 2, but the dashboard viewers do not see the correct content
- Check that you have selected the correct member variable for conditional access. The system offers all existing member variables for selection. Therefore, make sure that you select the correct variable from the correct panel