To enhance security and collaboration, Quick BI introduces two workspace modes: collaboration mode and private mode. In collaboration mode, users can see all assets within the workspace. In private mode, users can only see assets for which they have permissions.
Prerequisites
You must have a workspace. For more information, see Create and Manage Workspaces.
Background
In Quick BI, you can organize your team into workspaces to meet business needs. All members can create assets within a workspace.
Before version 4.1, all assets within a workspace were visible to all members in the asset list by default. To improve security and collaboration, Quick BI now provides two workspace modes:
If you set the workspace mode to collaboration mode, users can see all assets and their folders in the workspace's asset list.
Figure 1. Asset list for a workspace administrator
Figure 2. Asset list for a workspace member
If you set the workspace mode to private mode, users can only see assets for which they have permissions.
Figure 3. Asset list for a workspace administrator
Figure 4. Asset list for a workspace member
Assets include data portals, dashboards, spreadsheets, ad hoc analyses, self-service datasets, and data entry.
For workspaces created before version 4.1, the default workspace mode is collaboration mode. To make assets visible only to users with permissions, you must change the workspace mode. For an example of how assets appear to different users after the change, see Example of private mode.
Workspace modes
For assets and folders created before version 4.1:
Item
Private mode
Collaboration mode
Asset
Only assets for which a user has permissions are displayed.
NoteThis change does not affect the asset's underlying permissions.
Asset visibility in the asset list remains unchanged.
Folder
Folders do not have their own permissions. The visibility of a folder depends on the permissions of the assets it contains:
If a user has permission to view at least one asset within a folder, the folder is visible in their asset list.
If a user has no permissions for any asset within a folder, the folder is not visible in their asset list.
Folder visibility in the asset list remains unchanged.
For assets and folders created in version 4.1 or later:
Avoid switching the workspace mode. You must select a mode when creating a workspace. Changing the mode of an existing workspace can cause unexpected changes in asset ownership and visibility.
Item
Private mode
Collaboration mode
Asset
By default, new assets are visible only to their creator.
By default, new assets are visible to all users in the asset list.
Folder
By default, new folders are not visible in any user's asset list:
If a user has permission to view at least one asset within a folder, the folder becomes visible in their asset list.
If a user has no permissions for any asset within a folder, the folder is not visible in their asset list.
By default, a new folder is visible to all users.
Change the workspace mode
A workspace administrator can log on to the Quick BI console and use either of the following methods to edit the workspace.
Method 1: From Organization Management
Method 2: From the workbench
Choose a mode based on your visibility requirements:
To make the asset visible to all users by default, regardless of permissions, set the workspace mode to collaboration mode.
To make the asset visible only to authorized users, set the workspace mode to private mode.
Example of private mode
These examples compare the administrator's view (left) with a member's view (right) to show how actions affect visibility in private mode.
Create a folder
A folder is not visible to a user if it is empty or if they have no permissions for any of its assets. It becomes visible once the user is granted permission to at least one asset within it.
Make an asset public or share it with users
Configure workspace parameters
Example of an operation entry point
Usage notes
In private mode, a new folder is not visible to users by default:
If a user has permissions for an asset within the folder, the folder becomes visible in their asset list.
If a user does not have permissions for any asset within the folder, the folder remains hidden.
In collaboration mode, a new folder is visible to all users by default.