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CX Dashboards Roles

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About CX Dashboards Roles

Roles are how you determine which users have access to which dashboards. They are also the same as ticket teams, which determine what tickets users are assigned to and can also manage what ticket queues those teams have access to.

Roles are the best way to manage permissions for large groups of users. Set up a role and assign multiple users to it to save time by not assigning permissions one by one.

If a user is assigned to multiple roles, the permissions are combined to include the greatest number of responses in the dashboard (e.g., if one role gives access to all data and the other restricts data to just the user’s division in the company, the user will have access to all data).

Attention: Only a user who is both a Brand Administrator and a Project Administrator have access to the features described on this page. Division Administrators do not have access.

Creating Roles

  1. Navigate to your dashboard project from the Projects page.
  2. Go to the User Admin tab.
    Image of user roles
  3. Go to the Roles section.
  4. Navigate down the page until you see the green Create Role button on the bottom-left. Click it.
  5. Name your role.
  6. Click Create Role.

Adding Users to Roles

  1. Click Add Users.
    Image of user roles
  2. Select Add Users.
  3. If you chose Add Individuals, search for the individual typing their name into the field and selecting them.
    Qtip: Click the X to remove that user from the list.
    Image of windows where you add roles
  4. If you chose Add a Group, you will need to set the conditions under which users will be added to a role. Your conditions can be based off of metadata or email address.
    In Add a Group, Metadata Manager is set to Yes

    Qtip: You can add multiple conditions by using the plus (+) and minus () signs on the right.
  5. Select Add Participants to save your changes.

Automatic Role Enrollment

  1. Click Add Users.
  2. Select Automatic Role Enrollment.
  3. Select a metadata attribute from the first dropdown.
  4. Type in a value that matches the metadata field of the users you would like to be assigned to the Role.
    Example: You are creating a role called Seattle Team. You want all users with an Office of Seattle to be put into this role.
    Attention: The attribute UniqueID is a reserved field and cannot be used for Automatic Role Enrollment.
    Warning: You cannot add multiple attributes at once when using Automatic Role Enrollment.
  5. Select Activate Automation. This makes sure that users will be automatically assigned to the Role when they log in and access a CX Dashboard (if eligible).
  6. Click Save Automation.

Automatic role assignment is a one-time event that occurs when you save the automation. Upon saving the automation, all users with matching criteria will be added to the respective roles. If you later add a user with attributes that qualifies them for a role, or you modify a user’s attributes that would change their role, you will need to rerun the automation for the users’ role assignments to update. To rerun your automation, simply open up automatic role enrollment and save.

Example: Let’s say I have a user with City equal to Provo and they are in the Provo role. If I change their City to be Seattle, their role will not change unless I run the automatic role assignment again.

Automatic Role Assignment with SSO

If your organization has Single Sign-On (SSO) set up, you can use it to automatically assign roles to your CX Dashboards users.

Set up on your end

Your IT team is responsible for establishing your company’s SSO. On your end, you and your team need to create an attribute you’ll use to assign roles.

For ease of use, you might call this attribute CX Dashboard Role. For each user, you could set the value of this attribute equal to the name of the role they should be assigned to. So if your colleague is supposed to be assigned to the Sales role, his CX Dashboard Role attribute should be equal to Sales.

Information for Qualtrics

Once this attribute is established on your end, take the following action depending on your SSO setup type:

  • If your organization uses SAML SSO, you can pass the attribute to Qualtrics by following the instructions in the dashboard attributes section on the linked page.
  • If your organization uses CAS or LDAP SSO, then send the name of the attribute to Qualtrics Support. Be sure to mention it’s for the SSO team! You don’t need to include the possible values, just the exact spelling of the attribute’s name.

CX Dashboards Set Up

Once Qualtrics has this information, you can make the necessary changes in CX Dashboards that will ensure the automatic role assignment.

  1. Go to the Roles section of the User Admin tab.
    Going to the roles and selecting the green Add Users button in the side of the center menu
  2. Click the role you want to automatically assign users to (or create it).
  3. Click Add Users.
  4. Select Automatic Role Enrollment.
  5. Select the role you wish to be assigned.
    Setting the rules so the Attribute the assignment is based on has been selected
  6. Select the name of the attribute you created.
    Example: In this case, you would select Vocalize Role.
    Qtip: This attribute will not be available unless at least one user in the brand with this attribute has logged into Qualtrics. If you’re having trouble finding the right attribute, adding the user attribute to yourself.
  7. Type the value it should be set to.

    Example: Since you named the attribute values after the roles, you’d type “Follow-Up Team,” because that’s the role being edited in the screenshot above. Do not set the values to regex (regular expressions).

  8. Select Activate Automation.
  9. Click Save Automation.
  10. Repeat these steps for each role you want to be automatically assigned.

Dashboard Permissions

You can add dashboards to a role to determine what dashboards every user in the role has access to.

  1. Select the role you want to add dashboards to.
    Image of roles
  2. Click Add Dashboards.
  3. Choose a dashboard. Only dashboards in the same project will appear here.
  4. Click the dropdown arrow to modify the dashboard permissions.

You can add as many dashboards to a role as you need.

Dashboard Permissions

  1. Activate Dashboard: Allows the user to access the dashboard. If you have multiple dashboards added for an individual, this option can be turned on or off for each dashboard.
  2. View All Data/Restrict Data: Specifies what responses the dashboard user has access to within the dashboard. Restrictions placed here will also affect what data the dashboard user can export. If you choose to restrict data, below are the options you have.
    • Field: Allows you to restrict data access by metadata or survey questions.
    • Is/Is same as dashboards user’s: Choose to make your field equal to a certain value, or same as a dashboard user’s metadata field.
    • Allow rollup data: “Allow rollup data” allows users to view all of the aggregate data, but it will restrict data filtering according to the data restrictions. For example, a data restriction for “Region is West” with “Allow rollup data” checked would allow a user to see the aggregate data across all regions, but the user would not be able to filter the data down to a region that is not “West.”
    Qtip: You can add and remove additional restriction conditions by selecting the plus (+) and minus () signs next to each condition. You can only add up to 10 conditions at this point in time.
  3. Restrict Page Permissions: Restricts the user from seeing all pages of the dashboard. When enabled, each dashboard page is made available to give access to by selecting the respective checkbox. When disabled, the user can access all pages of the dashboard.
  4. Can Export Dashboard Images (JPG, PDF): Allows the users in the role to export widgets or the full dashboard as JPG or PDF images. Additionally, users with export access can also email the Dashboard (see Exporting Data from CX Dashboards).
  5. Can Export Dashboard: Allows the users in the role to export widgets or the full dashboard as a CSV or TSV of data. Enabling this option also automatically enables the Activate Dashboard permission. Additionally, users with export access can also email the Dashboard (see Exporting Data from CX Dashboards).
  6. Edit Dashboard: Allows the user to edit widgets, filters, and the Settings tab of the dashboard. This permission is also needed to use Stats iQ or Text iQ in the dashboard. Dashboard editing access is typically given to your project team members only.
    Qtip: If you share a project with another user, this will not automatically give the user dashboard editing access. To give another user this access, add them as a user in the project and enable the Edit Dashboard permission in the user information window. You will also want to not mark the user as a respondent if they should not be appearing in the dataset. See the Actions section above for more details.

To take away a user’s access to a dashboard, select Remove Dashboard.

Qtip: Be careful when you invite other users to edit the dashboard. While many users can access the dashboard at once, it’s best practice to only have one person making edits at a time. The more people who are making edits at once, the more likely they are to overwrite each other’s changes. If you need to edit a dashboard, make sure your colleagues are not still making changes to it.

Delete Role

Warning: When deleted, roles are irretrievable. Do not ever delete a role unless you are absolutely sure you want to!
  1. Select the role.
    Selecting a role and selecting delete from options
  2. Click Options.
  3. Click Delete Role.
  4. Read the warning.
    Confirming deletion
  5. Click Delete role.

Export Role

You can export a CSV file containing the FirstName, LastName, and Email of every user in the role.

Exporting users in a role

  1. Select the role from the menu on the left.
  2. Click Options.
  3. Click Export Participants.
Qtip: This feature is helpful for creating contact lists of your role members.

Searching a Role

If your role contains many users, you can use the Search bar above a role to search for a user within the role. You will only be able to search by the user’s name or email.

Searching Demo and getting all users with demo in the name