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Adaptive Insights
Knowledge @ Adaptive Insights LLC, a Workday company.

Assign Level Access to Users

Explains how to assign levels to or hide levels from users.

Audience: Administrators who manage the model. 

Level access determines which user IDs have access to levels. To add or edit user access to a level, edit the user from the Administration menu, or update the level setting:

Level Access Setting

Before You Begin

  • New to Levels? See Levels Overview and Levels Interface Tour.
  • Required permission: Model Management Access > Organization Structure
  • Additional permissions: Model Management Access > Structure Import to import bulk updates.

How You Get There

Navigation Icon5.png From the nav menu, select Modeling. From the Levels and Dimension menu, select Levels.

How Level Access Works

Level access trickles down the level hierarchy. Users with access to a parent level have access to its child levels and each child level's child and so on. Level access is the primary way that you can control data access in your Adaptive Insights instance.

If you don't have access to a level, you can't see the level in level-assigned, sheets, charts, reports, and APIs. You can still see the level, even without level access when:

  • You have the Model Access > Model permission. You can edit the level settings from the level hierarchy, but you can't see the data associated with the levels in sheets and reports. 
  • Your user-assigned sheet includes the level.  You can enter and edit the level's data. 
  • You edit modeled sheets with level columns and split the row. You can choose any level from the drop-down and add or edit data.
  • You use formula assistant or cell explorer for accounts with a Public at all levels data privacy setting. You can choose levels you can't access in the level drop-down, reference that account from any level, and drill down and see the level's data.
  • You have Integration > Data Designer permission. You can view the level in Integration.
  • You're viewing a shared report with the level or a shared global report snapshot with the level.

View Level Access

You can view access on the level hierarchy or in the settings of each level. Use the examples to walk you through level access.

In the Hierarchy

To see user access to levels, look at the Level Access column in the hierarchy list: 

Level Access column

  • Total Company, has Admin listed in the Level Access column. This means that Admin can access all the levels.
  • Admin and Accounting Mgr   can access Company A
  • Admin, Accounting Mgr . and VP of Sales  have access to Operations.
  • United States has nothing listed. It inherits the level access of Operations and up (all three users listed).
  • North Sales Manager only has access to Sales-North
  • The other sales departments inherit the level access from Operations and up. 

In the Settings

Select a level from the level list (for example, Company A), and click on the Level Access scroll bar to activate. 

Level Access Setting

  • User IDs with gray text, like Admin, are read-only because they're inherited.
  • IDs highlighted blue, like Accounting Mgr, are directly assigned to the level. 
  • IDs with black text do not have access to the level. 

Set the Level Access for Levels

  1. Create or clone the level and click Save. You won't see the inherited access until you save. If you edit the Level Access setting before saving, you will lose your changes. 
  2. Click on the Level Access scroll bar to activate. Do not click in the list or you might deselect current user IDs. 
  3. To remove users IDs, Ctrl-click on User IDs highlighted blue.
  4. To add user IDs, Ctrl-click on User IDs with black text.
  5. Click Save

Whatever IDs you add or remove are also added and removed from the level's children.

Create Partial Administrative Access

Partial administrative access gives you full admin permissions to a limited part of the model:

  1. Create a role with most if not all available permissions, if you haven't already. Name the role something relevant, such as Full Admin. 
  2. Create the user profile if you haven't already.
  3. In the user settings:
    • For Role, choose the admin role from the drop-down. 
    • For Level Access, click only some of the levels from the list.

Now the user has all the capabilities, but only within a set of levels. See Users, Roles, and Permissions

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