Admin’s Guide to Configuring Self-Service Analytics for Enhanced User Access

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Discover step-by-step instructions for configuring self-service BI, empowering administrators to enable enhanced user access and efficient data analysis.

Introduction

In today’s data-driven landscape, empowering users with the ability to access and analyze data independently is crucial for swift decision-making and fostering a collaborative environment. Configuring Self-Service BI (Business Intelligence) is a strategic approach that allows non-admin users to create, edit, and share reports without constant reliance on IT or specialized analytics teams. This guide provides administrators with comprehensive steps to effectively set up self-service analytics, ensuring seamless data accessibility and enhanced user engagement.

Understanding Self-Service Analytics

Self-service analytics democratizes data access within an organization, enabling various teams—from data analysts to business executives—to interact with data directly. By minimizing technical barriers, users can derive actionable insights tailored to their specific needs, leading to faster and more informed decisions.

Benefits of Self-Service BI

• Enhanced Agility: Users can quickly generate reports and dashboards without waiting for IT support.
• Improved Collaboration: Teams can share insights and collaborate in real-time, fostering a data-driven culture.
• Cost Efficiency: Reduces the dependency on specialized analytics teams, optimizing resource allocation.
• User Empowerment: Empowers users across different proficiency levels to engage with data effectively.

Step-by-Step Guide to Configuring Self-Service Analytics

1. Assign User Roles

The foundation of self-service BI lies in appropriately assigning user roles. These roles determine the level of access and the capabilities each user possesses.

• Report Builder User:
  Allows users to create, edit, and share reports based on the objects assigned to them.

• Dashboard Builder User:
  Enables users to create private dashboards using existing reports, which can be shared individually.

• Report Builder Admin:
  Grants access to all reports and the settings tab, allowing admins to assign objects to users and user groups.

• Dashboard Builder Admin:
  Permits the creation and assignment of dashboards, including making them public.

How to Assign Roles:

1. Navigate to Users and Permissions > Permission Bundles.
2. Click the three vertical dots on the desired permission bundle and select Edit.
3. In the Analytics Permissions section, choose the appropriate user role(s).
4. Click Save to apply the changes.

2. Assign Objects to Users and User Groups

After defining user roles, it’s essential to assign specific data objects to these users or groups. This ensures that users can generate reports only on the data relevant to their roles.

Steps to Assign Objects:

1. Go to Insights > Reports > Settings > Self Service Analytics.
2. Under Manage Access to Objects, select the desired access level:
   – All Objects: Grants access to create reports on all available objects.
   – Specific Objects: Allows mapping users and user groups to specific objects.
3. Use the search bar to find and select the relevant users or user groups.
4. Click Assign Objects and choose the appropriate permission from the dropdown.
5. Click Save to finalize the assignments.

Important: Data permissions on the Permissions page take precedence over settings on this page.

3. Provide Navigation Permissions

To ensure users can access the Reports or Dashboards list-view pages, administrators must grant the necessary navigation permissions.

How to Grant Navigation Permissions:

1. Navigate to Users and Permissions > Permission Bundles.
2. Select the appropriate permission bundle and click the three vertical dots menu, then choose Edit.
3. In the Navigation Permissions section, check the Analytics box to provide access to both Reports and Dashboards. For selective access, expand the section and choose accordingly.
4. Click Save to apply the permissions.

4. View Reports as an Internal User

Administrators can monitor and validate the configurations by viewing reports as other non-admin users. This helps in ensuring that permissions and access levels are correctly set.

Steps to View Reports as Another User:

1. Go to Insights > Reports > Report List.
2. Use the Viewing As dropdown menu to select the user you wish to impersonate.
3. The interface will now display the reports and dashboards as seen by the selected user, allowing you to verify access and functionality.

Best Practices for Implementing Self-Service BI

• Define Clear Roles: Ensure that user roles are well-defined and aligned with organizational responsibilities.
• Regularly Review Permissions: Periodically audit user permissions to maintain data security and relevance.
• Provide Training: Offer training sessions to help users understand how to effectively utilize self-service BI tools.
• Encourage Collaboration: Promote a culture where users share insights and collaborate, enhancing overall data utilization.
• Leverage AI Tools: Utilize AI-powered features, like those offered by Hex, to streamline data analysis and foster innovation.

Conclusion

Configuring self-service analytics is a pivotal step towards fostering a data-centric culture within your organization. By following the outlined steps—assigning appropriate user roles, granting data access, and ensuring navigation permissions—administrators can empower users to harness the full potential of their data. Tools like Hex further enhance this capability by integrating AI-driven analytics, facilitating real-time collaboration, and simplifying data exploration.

Embrace self-service BI to drive informed decision-making, enhance productivity, and achieve a competitive edge in today’s dynamic market landscape.

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