{"id":66634,"date":"2026-06-29T17:12:56","date_gmt":"2026-06-29T17:12:56","guid":{"rendered":"https:\/\/www.sogolytics.com\/help\/?page_id=66634"},"modified":"2026-06-29T18:05:48","modified_gmt":"2026-06-29T18:05:48","slug":"data_visibility_user_permissions","status":"publish","type":"page","link":"https:\/\/www.sogolytics.com\/help\/data_visibility_user_permissions\/","title":{"rendered":"Data Visibility Permissions"},"content":{"rendered":"<style>\n\/* Offset anchor jumps so headings aren't hidden behind the fixed help header *\/\nh2[id], h3[id] {\n  scroll-margin-top: 100px;\n}\n<\/style>\n<p>\nData Visibility Rules provide a second layer of access control for sub-users. While <strong>Permissions<\/strong> determine which directories, dashboards, and features a user can access, <strong>Data Visibility Rules<\/strong> determine which records, responses, contacts, activities, or dashboard data they can view within those areas.\n<\/p>\n<div class=\"example-block-container blue-shade\">\n        <span class=\"example-block-content\"><span class=\"example-block-header\">For Example: <\/span>Two users may have access to the same dashboard, but one user may only be allowed to see data for the West region while the other can see data for the East region. Data Visibility Rules make this possible without creating separate dashboards or directories for each user.<br \/>\n<\/span>\n  <\/div>\n<div class=\"sogo-help-info-box\">\n    <i class=\"fal fa-info-circle\"><\/i><\/p>\n<p class=\"sogo-info-text\">\n        <strong>Data Visibility<\/strong> feature is only available to the <strong>Report Viewer<\/strong> sub-user Type.\n    <\/p>\n<\/div>\n<p class=\"sogo-help-sub-head\">Navigate to<\/p>\r\n<ul class=\"sogo-help-sub-list\">\r\n    <li><a href=\"#section-1\">Accessing Data Visibility Settings<\/a><\/li>\r\n    <li><a href=\"#section-2\">Understanding the Data Visibility Screen<\/a><\/li>\r\n    <li><a href=\"#section-3\">Creating a Data Visibility Rule for Directories<\/a><\/li>\r\n    <li><a href=\"#section-5\">Data Visibility Rules for Custom Dashboards<\/a><\/li>\r\n    <li><a href=\"#section-6\">Data Visibility Rules for CX Dashboard<\/a><\/li>\r\n    <li><a href=\"#section-7\">Data Visibility Rules for EX Dashboard<\/a><\/li>\r\n    <li><a href=\"#section-8\">Managing Existing Rules<\/a><\/li>\r\n    <li><a href=\"#section-8\">Rule Priority<\/a><\/li>\r\n    <li><a href=\"#section-9\">Best Practices<\/a><\/li>\r\n    <li><a href=\"#section-10\">Related Articles<\/a><\/li>\r\n<\/ul>\n<h2 id=\"section-1\">Accessing Data Visibility Settings<\/h2>\n<ol>\n<li>To access <strong>User Management<\/strong>, click your <strong>Account Initials<\/strong> in the top-right corner and select <strong>Account Settings<\/strong> \u2192 <strong>User Management<\/strong>. Alternatively, click <strong>Account Settings<\/strong> at the bottom of the left-hand menu on the Home Page, then select <strong>User Management<\/strong>.<\/li>\n<p><img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/um_n.png\" \/>\t<\/p>\n<li>On the User Management page, select the Report Viewer sub-user you want to configure.<\/li>\n<li>Click <strong>Set Permission<\/strong>. This opens the Set Permissions wizard.<\/li>\n<li>The wizard is organized into <strong>two tabs<\/strong> at the top, which together form the two layers of access control for a sub-user:\n<ul>\n<li><strong>Permissions<\/strong> \u2014 controls which projects, modules, and features the user can access.<\/li>\n<li><strong>Data Visibility<\/strong> \u2014 controls which records appear inside the items they&#8217;re allowed to access.\n<\/ul>\n<p><img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/um_n1.png\" \/>\t<\/p>\n<li>Select the <strong>Data Visibility<\/strong> tab and across the top of this tab, you&#8217;ll see a row of sub-tabs \u2014 one for each area you can configure:  <strong>Directories<\/strong>, <strong>Custom Dashboards<\/strong>, <strong>CX Dashboard<\/strong>, <strong>EX Dashboard<\/strong>.<\/li>\n<p><img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/um_n2.png\" \/>\t<\/p>\n<li>Select the area you want to configure, set the access options, and click <strong>Save<\/strong> or <strong>Save &amp; Go Back<\/strong>. The updated permissions apply to the selected sub-user.<\/li>\n<\/ol>\n<p>&nbsp;<\/p>\n<h2 id=\"section-2\">Understanding the Data Visibility Screen<\/h2>\n<p>\nThe Data Visibility screen allows administrators to create and manage rules that restrict the information available to a sub-user. At the top of the page, four tabs are available:\n<\/p>\n<ul>\n<li><strong>Directories:<\/strong> Controls which contacts and activities a user can view within a directory.<\/li>\n<li><strong>Custom Dashboards:<\/strong> Controls which response data is displayed within Custom Dashboards.<\/li>\n<li><strong>CX Dashboard:<\/strong> Controls which Customer Experience data is visible across CX Dashboards.<\/li>\n<li><strong>EX Dashboard: <\/strong> Controls which Employee Experience data is visible across EX Dashboards.<\/li>\n<\/ul>\n<p>\nWhen no rules have been created, the selected tab displays an empty state along with an <strong>Add New Rule<\/strong> button. Click <strong>Add New Rule<\/strong> to begin creating a visibility rule.\n<\/p>\n<p><img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/dves.png\" \/><\/p>\n<p>&nbsp;<\/p>\n<h2 id=\"section-3\">Creating a Data Visibility Rule for Directories<\/h2>\n<p>\nDirectory Data Visibility Rules determine which contacts and activities a sub-user can access within a directory. When creating a rule, the user can choose to restrict visibility based on:\n<\/p>\n<ul>\n<li><strong>Contacts only<\/strong><\/li>\n<li><strong>Activities only<\/strong><\/li>\n<li><strong>Both contacts and activities<\/strong><\/li>\n<\/ul>\n<p>\nAfter configuring the required conditions, click <strong>Save<\/strong> to create the rule. The visibility settings take effect immediately for the selected sub-user.\n<\/p>\n<div class=\"example-block-container blue-shade\">\n        <span class=\"example-block-content\"><span class=\"example-block-header\">Example: Restricting Data Visibility by Branch<\/span><\/p>\n<p>A regional manager is permitted to access the <strong>Banking Employee Directory<\/strong> but should only be able to view contacts belonging to specific branches. To achieve this, a <strong>Contact Visibility Rule<\/strong> can be created based on the <strong>Branch<\/strong> field.<\/p>\n<p><img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/DVDR.gif\" \/><\/p>\n<p>In the example shown above, a Contact Visibility Rule has been applied to the Banking Employee Directory. The rule allows access only to contacts associated with the <strong>Binjiang Branch<\/strong> and <strong>Bedok Branch<\/strong>. The sub-user has also been granted permission to access this directory.<\/p>\n<p>As a result, the sub-user can view only the contacts from these two branches within the directory. Any activities, responses, and records associated with contacts from other branches will remain hidden.<\/p>\n<p><\/span>\n  <\/div>\n<p>&nbsp;<\/p>\n<h2 id=\"section-5\">Data Visibility Rules for Custom Dashboards<\/h2>\n<p>\nCustom Dashboard Data Visibility Rules control which responses a sub-user can view within Custom Dashboards. Rather than creating separate dashboards for different users, administrators can use visibility rules to ensure that each user sees only the data relevant to their role.<br \/>\nWhen a visibility rule is applied, all dashboard widgets, charts, tables, and metrics are automatically filtered based on the defined conditions. This allows multiple users to access the same dashboard while viewing different subsets of data.\n<\/p>\n<p>\nVisibility rules can be configured for:\n<\/p>\n<ul>\n<li><strong>All Future Dashboards<\/strong> \u2013 Automatically applies the rule to all Custom Dashboards created in the future.<\/li>\n<li><strong>Existing Dashboards<\/strong> \u2013 Applies the rule only to the selected dashboards that already exist within the account.<\/li>\n<\/ul>\n<p>\nCustom Dashboard visibility rules can be based on the following criteria:\n<\/p>\n<ul>\n<li><strong>Questions &#038; Metadata:<\/strong> Displays responses collected for the specified questions and metadata.<\/li>\n<li><strong>Projects:<\/strong> Displays responses collected through the selected project(s).<\/li>\n<li><strong>Activity Fields:<\/strong> Displays responses associated with records that match the selected activity field criteria.<\/li>\n<li><strong>Respondents:<\/strong> Displays responses submitted by the selected respondent(s).<\/li>\n<li><strong>Feedback Recipients:<\/strong> Displays responses associated with the selected feedback recipient(s).<\/li>\n<li><strong>Tags:<\/strong> Displays responses associated with the selected tag(s).<\/li>\n<li><strong>NLP Conditions:<\/strong> Displays responses submitted only for the specified NLP Condition.<\/li>\n<\/ul>\n<p>\nAfter configuring the required conditions, click <strong>Save<\/strong> to create the rule. The visibility settings take effect immediately for the selected sub-user.\n<\/p>\n<div class=\"example-block-container blue-shade\">\n        <span class=\"example-block-content\"><span class=\"example-block-header\">For Example: Restricting Dashboard Visibility by Team<\/span><br \/>\nA manager should only be able to view performance data for employees within their own team. To achieve this, a visibility rule can be created using the <strong>Feedback Recipient Directory Fields<\/strong> condition and selecting the employees who belong to that team.<\/p>\n<p>As shown below, the administrator creates a rule that applies to both future dashboards and an existing Employee Performance Dashboard. The rule limits visibility to responses associated with three selected team members. When the sub-user opens the dashboard, all widgets and metrics are automatically filtered to display data only for those employees.<\/p>\n<p><img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/DVCD.gif\" \/><br \/>\n<\/span>\n  <\/div>\n<p>&nbsp;<\/p>\n<h2 id=\"section-6\">Data Visibility Rules for CX Dashboard<\/h2>\n<p>CX Dashboard rules control the <strong>Customer Experience<\/strong> data visible to a user. Rules apply across the entire dashboard and affect all dashboard tabs.<\/p>\n<p>CX visibility rules can be based on the following criteria:<\/p>\n<ul>\n<li><strong>Questions &#038; Metadata:<\/strong> Displays responses collected for the specified questions and metadata.<\/li>\n<li><strong>Projects:<\/strong> Displays responses collected through the selected project(s).<\/li>\n<li><strong>Activity Fields:<\/strong> Displays responses associated with records that match the selected activity field criteria.<\/li>\n<li><strong>Respondents:<\/strong> Displays responses submitted by the selected respondent(s).<\/li>\n<li><strong>Feedback Recipients:<\/strong> Displays responses associated with the selected feedback recipient(s).<\/li>\n<li><strong>Tags:<\/strong> Displays responses associated with the selected tag(s).<\/li>\n<li><strong>NLP Conditions:<\/strong> Displays responses submitted only for the specified NLP Condition.<\/li>\n<\/ul>\n<p>\nAfter configuring the required conditions, click <strong>Save<\/strong> to create the rule. The visibility settings take effect immediately for the selected sub-user.\n<\/p>\n<div class=\"example-block-container blue-shade\">\n        <span class=\"example-block-content\"><span class=\"example-block-header\">Example: Restricting Dashboard Visibility by Tags<\/span><br \/>\nThe Banking team wants to monitor how both their mobile banking app and banking website are performing from the customer&#8217;s perspective. However, they want the App team and Website team to view only the results relevant to their respective channels.<\/p>\n<p>To achieve this, they can create Data Visibility Rules based on <strong>Product Tags<\/strong>. In this example, the Product category contains two tags: <strong>Banking App<\/strong> and <strong>Banking Website<\/strong>.<\/p>\n<p>In the example above, the Data Visibility Rule is configured for the <strong>Banking App<\/strong> tag. As a result, the sub-user assigned to this rule will only be able to view responses and data associated with the **Banking App** tag, and will not have access to data tagged as <strong>Banking Website<\/strong>.<\/p>\n<p><\/span>\n  <\/div>\n<p>&nbsp;<\/p>\n<h2 id=\"section-7\">Data Visibility Rules for EX Dashboard<\/h2>\n<p>EX Dashboard rules control the <strong>Employee Experience<\/strong> data visible to a user. Rules apply across the entire dashboard and affect all dashboard tabs.<\/p>\n<p>EX visibility rules can be based on the following criteria:<\/p>\n<ul>\n<li><strong>Questions &#038; Metadata:<\/strong> Displays responses collected for the specified questions and metadata.<\/li>\n<li><strong>Projects:<\/strong> Displays responses collected through the selected project(s).<\/li>\n<li><strong>Activity Fields:<\/strong> Displays responses associated with records that match the selected activity field criteria.<\/li>\n<li><strong>Respondents:<\/strong> Displays responses submitted by the selected respondent(s).<\/li>\n<li><strong>Feedback Recipients:<\/strong> Displays responses associated with the selected feedback recipient(s).<\/li>\n<li><strong>Tags:<\/strong> Displays responses associated with the selected tag(s).<\/li>\n<li><strong>NLP Conditions:<\/strong> Displays responses submitted only for the specified NLP Condition.<\/li>\n<\/ul>\n<p>\nAfter configuring the required conditions, click <strong>Save<\/strong> to create the rule. The visibility settings take effect immediately for the selected sub-user.\n<\/p>\n<div class=\"example-block-container blue-shade\">\n        <span class=\"example-block-content\"><span class=\"example-block-header\">Example: Restricting Dashboard Visibility by NLP Conditions<\/span><br \/>\nThe manager wants the department heads to see the the negetive sentiments of  employee engagement survey done for their team. In that case, the manager can choose to apply Data visibilty rules based on respondents and NLP Conditions.<br \/>\n<img decoding=\"async\" src=\"\/help\/wp-content\/uploads\/DVCX.gif\" \/><br \/>\nIn the above example we can see that the manager has created the rule to apply data visibility rules on the basis of the relevant project, respondents and the NLP Conditions. As a results of which only the responses related to the negative sentiments and the relevant team members (respondents selected on the basis of department) would be shown to the subuser.<br \/>\n<\/span>\n  <\/div>\n<p>&nbsp;<\/p>\n<h2 id=\"section-8\">Managing Existing Rules<\/h2>\n<p>\nOnce a rule has been created, it can be managed directly from the rule list. The following actions are available for each rule:\n<\/p>\n<ul>\n<li>Edit the rule<\/li>\n<li>Delete the rule<\/li>\n<li>Reorder rules<\/li>\n<li>Enable or disable the rule using the On\/Off toggle<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<h2 id=\"section-9\">Rule Priority<\/h2>\n<p>\nWhen multiple rules are configured, their order determines the priority in which they are evaluated. You can drag and drop rules to change their order. To ensure the correct rule is applied first, place more specific rules higher in the list and more general rules lower down.\n<\/p>\n<div class=\"example-block-container blue-shade\">\n        <span class=\"example-block-content\"><span class=\"example-block-header\">Example: How Rule Priority Works<\/span><br \/>\nA Report Viewer in the <strong>Banking<\/strong> account is assigned two Data Visibility Rules for the same Custom Dashboard:<\/p>\n<ul>\n<li><strong>Rule 1 (more specific):<\/strong> Show responses where <strong>Branch = Binjiang Branch<\/strong> AND <strong>Product Tag = Banking App<\/strong>.<\/li>\n<li><strong>Rule 2 (broader):<\/strong> Show responses where <strong>Branch = Binjiang Branch<\/strong>.<\/li>\n<\/ul>\n<p>Because rule order determines precedence, the administrator drags <strong>Rule 1<\/strong> above <strong>Rule 2<\/strong> so the most specific condition is evaluated first.<\/p>\n<p>As a result, when the sub-user opens the dashboard, the system first applies the narrower Binjiang Branch + Banking App rule, then layers in the broader Binjiang Branch rule \u2014 ensuring the sub-user sees exactly the intended slice of data without the broader rule unintentionally widening their access.<\/p>\n<p>If the order were reversed \u2014 with the broader <strong>Rule 2<\/strong> placed on top \u2014 the wider Branch-only condition would take effect first, and the sub-user could end up seeing more data than intended.<br \/>\n<\/span>\n  <\/div>\n<p>&nbsp;<\/p>\n<h2 id=\"section-10\">Best Practices<\/h2>\n<ul>\n<li>Create Data Visibility Rules before granting access permissions.<\/li>\n<li>Use meaningful and descriptive rule names.<\/li>\n<li>Keep conditions as simple as possible.<\/li>\n<li>Review rule priority whenever multiple rules exist.<\/li>\n<li>Validate visibility settings before assigning users to production environments.<\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<h2 id=\"section-11\">Related Articles<\/h2>\n<ul>\n<li><a href=\"\/help\/how-to-add-account-sub-users\/\" rel=\"noopener\">Adding Sub-Users<\/a><\/li>\n<li><a href=\"https:\/\/www.sogolytics.com\/help\/users-permissions-workflows\/\" rel=\"noopener\">Setting Sub-User Permissions<\/a><\/li>\n<li><a href=\"\/help\/setting_permissions_cx_ex\/\" rel=\"noopener\">Setting Permissions for CX &#038; EX Dashboards<\/a><\/li>\n<li><a href=\"\/help\/users-permissions-workflows\/\" rel=\"noopener\">Workflow Management<\/a><\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>Data Visibility Rules provide a second layer of access control for sub-users. While Permissions determine which directories, dashboards, and features a user can access, Data Visibility Rules determine which records, responses, contacts, activities, or dashboard data they can view within those areas. Data Visibility feature is only available to the Report Viewer sub-user Type. Accessing Data Visibility Settings To access User Management, click your Account Initials in the top-right corner and select Account Settings \u2192 User Management. Alternatively, click Account Settings at the bottom of the left-hand menu on the Home Page, then select User Management. On the User Management page, select the Report Viewer sub-user you want to configure. Click Set Permission. This opens the Set Permissions wizard. The wizard is organized into two tabs at the top, which together form the two layers of access control for a sub-user: Permissions \u2014 controls which projects, modules, and features the user can access. Data Visibility \u2014 controls which records appear inside the items they&#8217;re allowed to access. Select the Data Visibility tab and across the top of this tab, you&#8217;ll see a row of sub-tabs \u2014 one for each area you can configure: Directories, Custom Dashboards, CX Dashboard, EX Dashboard. Select the area you want to configure, set the access options, and click Save or Save &amp; Go Back. The updated permissions apply to the selected sub-user. &nbsp; Understanding the Data Visibility Screen The Data Visibility screen allows administrators to create and manage rules that restrict the information available to [&hellip;]<\/p>\n","protected":false},"author":30,"featured_media":0,"parent":0,"menu_order":301,"comment_status":"closed","ping_status":"closed","template":"sogo_new_design.php","meta":{"footnotes":""},"categories":[203],"tags":[516,517,504,495,488,489,490,491,492,428,388,292,286],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v19.7.2 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Data Visibility Permissions - Sogolytics<\/title>\n<meta name=\"description\" content=\"Data Visibility Rules provide a second layer of access control for sub-users. While Permissions determine which directories, dashboards, and features a Data Visibility Rules provide a second layer of access control for sub-users. 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