Assigning and updating Advanced Analytics permissions

In Advanced Analytics, user access is defined by two permission profiles, Designer and Viewer.  These permissions require seat licenses specific to the Advanced Analytics add-on. 

This article covers:

• Overview of Advanced Analytics permissions
• Assigning Advanced Analytics permission to users
• Linking user profiles with Advanced Analytics

• Removing Advanced Analytics permissions

• Transferring ownership of Advanced Analytics dashboards
• Reassigning Designer permissions across users

Overview of Advanced Analytics permissions

Advanced Analytics offers two permission profiles, Designer and Viewer. Designers are permitted to create, manage, update, delete and share dashboards, while Viewers are permitted view-only access to dashboards shared with them by a Designer user. 

Both Designer and Viewer permissions require seat licensing for the Advanced Analytics add-on and can be managed by Forecast Admin users only. You may only increase your seat count, not decrease it. Please contact your Forecast Account Manager or Forecast Support if you have questions on licensing for Advanced Analytics.

To learn more about the Advanced Analytics add-on in general, see Getting Started with Advanced Analytics. 

Assigning Advanced Analytics permissions to users

When first configuring your Forecast account, you likely permissioned your team members with the appropriate permission profiles. The same is required to enable user access to Advanced Analytics. Only Forecast Admins have access to assign, reassign or remove user permissions to Advanced Analytics. 

To enable Designer permissions

1. Click Admin in the top bar. 
2. Select Resources from the dropdown. 
3. Within People, identify the team member to assign Designer permissions. 
4. In the column, Permission Profile, select Advanced Analytics Designer from the dropdown.
   1. This will be in addition to the user's Forecast permission profile, unless you are provisioning Advanced Analytics permission only. 

To enable Viewer permission

1.  Click Admin in the top bar. 
2. Select Resources from the dropdown
3. Within People, identify the team member to assign Viewer permissions. 
4. In the column, Permission Profile, select Advanced Analytics Viewer from the dropdown. 
   1. This will be in addition to the user's Forecast permission profile, unless you are provisioning Advanced Analytics permission only. 

To upgrade permission from Viewer to Designer

1. Click Admin in the top bar. 
2. Select Resources from the Dropdown.
3. Within People, find the resource you wish to update. 
4. Click into the dropdown in the Permission Profile column. 
5. Deselect Advanced Analytics Viewer. 
6. Select Advanced Analytics Designer and close the dropdown. 
7. Update the user and request they access Advanced Analytics to commit the permission change and confirm their access now reflects Designer permission.

Linking user profiles with Advanced Analytics

Once a user has been assigned an Advanced Analytics permission profile, they must link it with their Forecast profile. If a user has been assigned permission to Advanced Analytics but has not yet created the link to their Forecast profile, they will not appear for selection in shared dashboards, for email report subscriptions or pulse alerts. 

To link a user profile with Advanced Analytics

1. Alert the user they have been assigned permission to Advanced Analytics. 
2. Ask the user to log into Forecast and follow steps 3 through 8.
3. Click Reports in the top bar. 
4. Select Advanced Analytics from the dropdown. 
5. In the page that opens, click the purple button in the right side panel, Go to Analytics. This creates the link to Advanced Analytics within the user's profile. 
6. The user will now open a new tab displaying their view of Advanced Analytics. 
   1. Designers will see access to create dashboards on the left side panel. 
   2. Viewers will see template dashboards or any dashboards shared by Designers.
7. The user's profile is now linked and will appear as This person is linked to an Advanced Analytics user.

Admins can view all user profiles to confirm the Advanced Analytics link, otherwise, individual user's can view their link to Advanced Analytics from within their individual user profile. 

To check if a profile is linked to Advanced Analytics

1. Select Admin in the top bar.
2. Select Resources from the dropdown. 
3. Within People, find the user you need to confirm.
4. Click on their name to access their individual user profile. 
5. Scroll down to Advanced Analytics. 
6. If you see: 
   1. This person is not linked to an Advanced Analytics user.
      1. This means the user has not completed the steps to link their profile and must do so before the user is recognized within Advanced Analytics. 
   2. This person is linked to an Advanced Analytics user.
      1. This means the user has already linked their profile and is recognized by Advanced Analytics. 

Reassigning permission across users or removing permission entirely requires the user profile link to be deleted. 

To unlink a user profile from Advanced Analytics:

1. Click Admin in the top bar. 
2. Select Resources from the dropdown. 
3. Within People, identify the user to update.
4. Click the user name to open their profile. 
5. Scroll down to Advanced Analytics. 
6. Click Delete User. 
   
   Warning: If the user is a dashboard owner, you will not be able to delete the profile link. A warning will appear to advise. Please refer to article section, Transferring ownership of Advanced Analytics dashboards, before continuing. 
7. In the dialogue, click Delete to confirm the action. 
8. The user's profile is now unlinked and will appear as This person is not linked to an Advanced Analytics user.

Removing Advanced Analytics permissions

If a user no longer requires access to Advanced Analytics, their permission may be removed by an Admin user. At times, licensing seat counts may limit access, and Admins wish to pass access across users. Permission to Advanced Analytics must also be removed completely from a user profile when transferring a license seat from one user to another.

To remove permission to Advanced Analytics:

1. Click Admin in the top bar. 
2. Select Resources from the dropdown. 
3. Within People, find the resource to remove permission from. 
4. Click into the Permission Profile dropdown.
5. Deselect Advanced Analytics Designer or Advanced Analytics Viewer and close the dropdown. 
6. Click on the user name to access their profile. 
7. Scroll down to Advanced Analytics. 
8. Click Delete User. 
9. The user profile will update to This person is not linked to an Advanced Analytics user. 
10. The user is now completely disconnected with Advanced Analytics.

Transferring ownership of Advanced Analytics dashboards

Before Designer permission can be transferred from one user to another, any dashboard owned by the existing Designer must be transferred to another existing Designer. Dashboards are owned by the user who created them and remain as such unless their ownership is transferred to another user. Dashboard owners also have control of a dashboard's configuration and sharing settings.

To view a dashboard's owner

1. Within Advanced Analytics, in the left side panel, hover over a dashboard. 
2. A pop-up will appear displaying the dashboard details, including it's owner. 

When reassigning Designer permission, you must first reassign or delete any dashboards owned by the existing Designer.  You will not be able to o transfer ownership of dashboards before the permission can be assigned to another user. 

To transfer ownership of a dashboard

1. As the logged-in dashboard owner, click Reports in the top bar. 
2. Select Advanced Analytics from the dropdown.
3. Click Go to Analytics in the right side panel. 
4. A new tab will open into Advanced Analytics. 
5. Review all dashboards and identify those that may be shared with other users or that you wish to preserve. 
6. Click on the dashboard name to open it. 
7. Click the dashboard Share icon. 
8. The Email reporting settings window will open. 
9. Enter the name or email of an existing Designer.
10. Select the user name from the suggestions.
11. Update the dropdown from "Can View" to "Make Owner".
12. Click Save. 
13. The dashboard ownership is now transferred to the selected user.
14. Repeat for each dashboard you need to transfer. 

If a dashboard is no longer needed or does not need to be transferred, it may instead be deleted. 

To delete a dashboard

1. As the logged-in dashboard owner, within Advanced Analytics, hover over the dashboard in the list in the left side panel. 
2. Click on three dots that appears to the right of the dashboard name.
3. Select Delete.
4. Click the green check to confirm the deletion.

All dashboards must be deleted or have their ownership transferred before a user profile can be unlinked from Advanced Analytics and the permission may be reassigned to another user.

Reassigning Designer permissions across users

Admins can manage Designer permission to Advanced Analytics across users. A team member received a promotion and needs additional reporting access or a user has left the organization and their seat/license is removed and reassigned to a different resource.

All users must have an active Forecast profile. Users must be available to assist with certain actions depending on the permission change at hand. If a user had permission to Advanced Analytics, but their Forecast profile has been deactivated, you will not be able to remove or reassign the permission. Please reach out to Forecast Support to assist with unlinking the profile.

To Downgrade permission from Designer to Viewer

1. Within Advanced Analytics, confirm all dashboards owned by the existing Designer have been transferred or deleted.
2. Click Admin in the top bar. 
3. Select Resources from the dropdown. 
4. Within People, find the resource you wish to update. 
5. Confirm this user does not own any dashboards. If the user does own dashboards, follow the steps below on transferring dashboards before moving to Step 5. 
6. Click into the dropdown in the Permission Profile column. 
7. Select Advanced Analytics Viewer and close the dropdown. 
8. Update the user and request they access Advanced Analytics to commit and confirm their access now reflects Viewer permission

To reassign Designer permission from one user to another user

1. Click Admin in the top bar. 
2. Select Resources from the dropdown. 
3. Within People, identify the resource you wish to remove Designer permission from. 
4. Click into the dropdown in the Permission Profile column.
5. Deselect Advanced Analytics Designer and close the dropdown. 
6. Click the user name to open their profile. 
7. Scroll down to Advanced Analytics. 
8. Click Delete User. 
9. Go back to People. 
10. Find the user you wish to assign Designer permission to. 
11. Click into the dropdown in the Permission Profile column.
12. Select Advanced Analytics Designer and close the dropdown. 
13. Update the user and request they access Advanced Analytics to commit the permission change, link their profile and confirm their access now reflects Designer permission.