Access Control & Permissions

Manage report access

In Mode's paid plans, Admins can use a combination of Collection permissions and database Connection permissions to control view and edit access to Reports in their Workspace:

  • To edit a Report, Workspace members must have Query permission to all database Connections used in the Report and Edit permission to the Report's Collection
  • To view a Report, Workspace members must have View permission to all database Connections used in the Report and View permission to the Report's Collection
  • To clone a Report, Workspace members must have Query permission to all database Connections used in the Report and at least View permission to the Report's Collection

Create Groups

Use Groups to manage access to resources in Mode. By granting an individual user membership to a Group, you grant them access to resources based on their Group membership. Each Group in Mode can be configured with a unique set of permissions. Mode’s permission system gives you the flexibility to change the role of an individual user by adding or removing that user to or from different Groups.

You can create Groups by navigating to

Workspace Settings

and clicking into the

Groups

tab. Select a Group from the list to manage its members.

From here, selecting the

Collections

and

Connections

tabs will provide visibility into which Collections and Connections a Group can access.

Permissions1

Tip:

To programmatically provision Groups and Users in Mode, talk to your CSM about implementing Okta SCIM.

Admins

Admins in Mode have the highest level of access to all resources by default. Only make users Admins if they are authorized to manage all groups, connections, collections and reports in Mode.

Set Up Connection Permissions

Access to a Connection determines a user’s ability to query and view data in Mode. Manage access to Connections by navigating to

Workspace Settings

, clicking into the

Manage Connections

tab, selecting a Connection and clicking the

Permissions

tab.

View Current Connection Access

For each Connection, you will see the default org-wide access at the top. This is the access that every member of your Workspace has to the Connection by default. Below that, you will see a list of users with additional access, along with their access level and how they got that access — they can have access via Group permissions, individual permissions or their status as an Admin. Use the filter dropdowns to show a list of individual users or Groups with access to the Connection.

Permissions2

Manage Connection Permissions

Manage the default access level for the Connection by updating the setting to

None

,

View

or

Query

.

Tip

: Set

View

as the default access level for Connections that are used to build heavily trafficked reports. For connections to data sources that contain sensitive data that only certain Groups should view, set the default access to

None

and grant those Groups access using the

Add members

button.

Permissions3

Warning

: Updating a Connection’s default access to

None

may cause users to lose view or edit access to Reports they could previously access. We recommend adding the Groups who should have access to view & query the Connection before changing the default access.

To grant permissions for individuals and Groups in addition to the default access, use the

Add members

button. This will surface the modal shown below.

Permissions4

There are three types of permissions that can be granted to an individual or Group:

Manage

,

Query

or

View

.

  • The

    Manage

    permission allows users to manage Connection settings without making them an Admin. This includes managing permissions. Only grant the

    Manage

    permission to non-Admin users who should be able to change permissions or settings for the Connection.
  • The

    Query

    permission allows users to write & modify queries against the Connection. Only users with this permission can create and edit Reports using this Connection.
  • The

    View

    permission allows users to view Reports created using the Connection. This includes the ability to use parameters and run Reports.

NOTE

: All Admins have

Manage

permission for all Connections, regardless of the default access set for a Connection ー this permission cannot be modified. When a user is removed as an Admin, they will lose access to all Connections, unless they are granted permissions via a Group or as an individual user.

Set up Collection Permissions

Use Collections to organize and manage access to Reports in your Mode Workspace.

When you create a new Report, it is private to you. Your Personal Reports are accessible via the link, but cannot be found via search or navigation in Mode until moved into a Collection.

In order to move a Report into a Collection, you must have Edit permission for the destination Collection. Moving a Report may also change who has access to the Report. You can see the default access for a Collection in the interface for moving a report, to understand whether Workspace members may lose access.

Setting Default Workspace Access

When creating a new Collection, you’ll have to set the default access to that Collection. Default access is the level of access that all Workspace members will have to Reports in that Collection. There are three options for the Workspace default access level for a given Collection.

Setting the default to

Restricted

means that Workspace members have no access to the Collection by default.

Viewer

grants all Workspace members the ability to view Reports and create Explorations based on those reports.

Editor

grants all Workspace members the ability to edit the Reports (and their underlying SQL queries) contained in that Collection.

The chart below shows what actions Viewers & Editors can take.

Actions for viewers and editors

Manage Collection Permissions

Once default Workspace access is set, you’ll have the chance to grant additional access via the

Manage Access

modal. (This screen will show automatically when you create a new Collection, and you can access it any time by clicking the gear icon to the right of the Collection name. You can also access this modal from the

My Collections

view to manage Collection permissions in bulk.) manage collection permission

To add Group or individual access to the Collection, select

Add Members

and search for and select individuals or Groups to grant access.

From the

Manage Access

modal, you can also update the default Workspace access at any time.

Workspace access

NOTE:

All Admins have

Editor

permission for all Collections ー this permission cannot be modified. When a user is removed as an Admin, they will lose access to Collections, unless they are granted permissions via a Group or as an individual user.

Admins can bulk remove additional access to a Collection by clicking the

Remove all...

button. This action is only available to Admins and completely resets permissions to the Collection. Once access is removed it cannot be reverted.

bulk remove

Permissions Best Practices

  • Encourage fellow Workspace members to use Collections to organize Reports. Move Personal Reports into Collections to share them with other users. For example, if you want to collaborate on draft work, create a Collection for drafts and grant edit access only to the subset of users or Groups you want to collaborate with.
  • Create Collections that map to your business needs. For example, you can set up Collections to organize Reports by business unit. Another common use case is creating a Collection for company-wide KPI reports, setting the default Workspace access to

    Viewer

    (so everyone can view and create Explorations), and adding the Data Science Group with

    Edit

    permissions.
  • Use Groups to streamline setting up permissions for Collections. For example, if you set the default access for the Marketing Collection to be

    Viewer

    , but you want to grant all members of the Marketing team access to edit Reports in this Collection, create a Marketing group and grant that group

    Editor

    permissions.
  • Set the default access for Collections that should be accessible to your entire workspace to

    Viewer

    . Only set the default access for a Collection to

    Restricted

    if the Collection contains Reports with sensitive data or data that should be restricted to a certain Group or individual users.

FAQS

How do Collection and Connection permissions determine Report access for users?

Users must both have permission for the Connections used in a Report and the Collection that contains a Report in order to access the Report. For example, if a user has view permission for all Connections used in a Report but is not a member of the private Collection containing the Report, they will be unable to view the Report. They must have access to both.

What will users see if they don’t have access to view or edit a Report I share with them?

If users do not have access to view a Report, they will see a screen with the message below: Permissions6 If users do not have access to edit a Report, they will be able to view the Report, without the link to take them to the editor. Users with view access can still run the Report and subscribe to existing schedules. They cannot create new schedules.

If the Connection default access is set to “None,” only 1 user has “Query” permission, and they create a Report in a public Collection, would anyone be able to see it or edit it?

If default access is “None,” only users who have been granted access will be able to take the associated actions.

  • Query: Write queries against Connection, edit & create Reports using the Connection
  • View: View and explore Reports created on that Connection

If only one user has “Query” permission to the Connection, all other users will be able to view the Report but they will not be able to edit the Report.

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