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Configuring access to an observation

Configuring access to an observation

Owned by James Goodwin
Last updated: Dec 04, 2024

By default, all users assigned as managers on a company instance have access to newly created observations. However, when creating or editing an observation, admins can manually grant or restrict access to specific users or user types.

If your organisation has coaching or training roles who are required to carry out regular observations of other users to assess their progress without being their direct manager or having access to full observation-related admin permissions, you can add these users to an admin group with the Complete all observations permission enabled.

If a user belongs to an admin group with this permission enabled:

  • They can see the Observations option on the side menu and can access the main Observations screen.
     
  • They can carry out observations on their own reportees (if they have reportees) but they can also carry out observations on any other user on the platform by searching for and selecting them on the screen
     
  • They cannot access the full observation admin functionality, such as the ability to create, edit, manage and delete observation templates (unless they have the Observations permission enabled as well)

User access

The following options allow admins to grant access to the observation.

OptionDescription
All users have access

All users assigned as managers on the company instance can access the observation.

This option is enabled by default.

Manually add users

Only selected users can access the observation.

To manually select user(s):

  1. Click Manually add users.
  2. Under Add users, click Select users.
    The Manually add users window appears.
  3. In the Add user(s) name here field, start typing the name of a user.
    A dropdown appears.
  4. From the dropdown, select a user.
  5. [Optional] Select more users as necessary.
  6. Click Add.
    The selected user(s) appear on the Added users table.
Assign by role

Only specific user types can access the observation.

To specify the user types able to access the observation:

  1. Click Assign by role.
  2. Click Add filter.
    The Select filter dropdown appears.

  3. Click the Select filter dropdown and select a filter.

    The following filters are available:

    • Any custom profile fields with assigned custom profile options (if previously configured)
    • Community Name


    A new field appears.

  4. Click the new field.
    Custom profile options assigned to the filter appear. For example, the image below displays the custom profile options assigned to the Location filter.

    For more information about custom profile options, see Profile custom options.

  5. Select one or more custom profile options.

    You can create a new custom profile option by typing a value in the new field.


    The selected custom profile option(s) appear in the empty field.

  6. [Optional] Click Add another to add more filters as necessary.
    In the image below, filters are created to ensure that only users in London belonging to the Support or Internal communities can access the observation.

Click Save to save your configurations.

Restrict user access

The following options allow admins to restrict user access to the observation.

OptionDescription
No restrictions

All users assigned as managers on the company instance can access the observation.

This option is enabled by default.

Manually restrict users

All users assigned as managers, except for those selected, can access the observation.

To manually restrict users:

  1. Click Manually restrict users.
  2. Under Add users, click Select users.
    The Manually add users window appears.
  3. In the Add user(s) name here field, start typing the name of a user.
    A dropdown appears.
  4. From the dropdown, select a user.
  5. [Optional] Select more users as necessary.
  6. Click Add.
    The selected user(s) appear on the Added users table.

Click Save to save your configurations.

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