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Overview of Data Restrictions and Data Visibility
Overview of Data Restrictions and Data Visibility

How to Use Data Restrictions to Personalize Data Visibility

Victoria Kinzig avatar
Written by Victoria Kinzig
Updated over a week ago

Why Use Data Restrictions 

Data restrictions give you the power to allow different stakeholders to see different segments of data within the same report. Restrictions can help you maintain fewer centralized reports instead of multiple different reports for each different audience, so that everyone can look at the same source-of-truth report.

Depending on how your organization shares data, you may decide to personalize or limit an individual's default data views using data restrictions. For example, you might set up a principal's access such that, for any reports shared with them, they only see data submitted by or about the staff members at their school.

Lifting Data Restrictions for a Specific Report

Restrictions act as a default setting across reports in KickUp. In the event that you would like an individual who has data restrictions to see all data within a given report, you may choose to lift their restrictions on that report. To do so, edit the report, scroll down to the sharing settings at the bottom of the page, search to add them as a viewer of the report, and click "Lift Restrictions". 

How to Set up Restrictions 

Note: You must have "Manage Users" permission to see this functionality. 

  1. Go to Menu - Manage - Directory.

  2. Click on the individual's name for whom you'd like to set up restrictions.

  3. Scroll down to the last section with the title "Restrictions" and click "Add Restrictions to this User" and "Edit Restrictions.

  4. Scroll or search to find and select the intended restriction value(s), and click "Save Restrictions." 

  5. This will take you back to the user's main page, where you'll need to click "Save" to finalize.

Setting Up Restrictions Based on Multiple Values

If you'd like for an individual's restriction to include multiple values within one category - e.g. if you'd like a coach to see the data of Albright HS and Briarwood MS, you can simply select both schools.

If you'd like for an an individual's restriction to cross two different categories - e.g. if a coach should see the data of teachers whose subject area is "Math" AND whose school is "Albright HS", you can select both values. Keep in mind that this will restrict the individual's view to only see data that falls into both categories. If you're considering using restrictions across multiple categories, we recommend consulting with your Client Success Manager to determine the simplest way to approach the need.

Setting up Restrictions in Bulk

If you need to set up restrictions for a large number of individuals, the Client Success team can help you import restrictions in bulk. Please contact your Client Success Manager for support with this process.

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