From 3d4ed0519ff6add90657d97a7197f04b8763ba8b Mon Sep 17 00:00:00 2001 From: Steven Chand Date: Wed, 26 Aug 2026 14:37:22 -0700 Subject: [PATCH 1/2] Document role visibility for shared views, layouts, and Analytics pages (sc-17750) Covers the Visible to Roles control added by frontend#2793 / backend#3456 across all three surfaces it shipped on: shared table views, shared record and artifact field layouts, and custom Analytics pages. The story description was empty, so behavior is taken from the merged implementation. A new shared include carries the rules that hold for all three: empty means everyone, organization roles only, admins bypass restrictions, the publisher keeps access, and a restriction whose last gating role is deleted stays closed rather than widening. Each surface also gets its own constraint documented: role restrictions apply to shared views only, and neither the organization default layout nor the default Analytics page can be restricted. The Analytics include is consumed by a RevealJS training deck, so its addition uses inline prose rather than footnotes, which do not render in presentation mode. Co-Authored-By: Claude Opus 5 --- .../reporting/_create-an-analytics-page.qmd | 3 +- .../guide/reporting/manage-custom-reports.qmd | 21 +++++++++++++ .../_organization-field-views.qmd | 11 ++++++- .../_organization-table-views.qmd | 31 +++++++++++++++++-- .../shared/manage-views/_role-visibility.qmd | 13 ++++++++ 5 files changed, 75 insertions(+), 4 deletions(-) create mode 100644 site/guide/shared/manage-views/_role-visibility.qmd diff --git a/site/guide/reporting/_create-an-analytics-page.qmd b/site/guide/reporting/_create-an-analytics-page.qmd index a8a03ee0c2..654d7bf56f 100644 --- a/site/guide/reporting/_create-an-analytics-page.qmd +++ b/site/guide/reporting/_create-an-analytics-page.qmd @@ -10,5 +10,6 @@ a. On the Add New Page module, enter the following: - **Page Name** - **Description** (optional) + - **Visible to Roles** (optional) — Select one or more organization roles to limit who can see the page. Leave empty to make the page visible to everyone in your organization. -a. Click **Add New Page** to create your custom analytics page. \ No newline at end of file +a. Click **Add New Page** to create your custom analytics page. \ No newline at end of file diff --git a/site/guide/reporting/manage-custom-reports.qmd b/site/guide/reporting/manage-custom-reports.qmd index c12d1fc6f6..971e91558d 100644 --- a/site/guide/reporting/manage-custom-reports.qmd +++ b/site/guide/reporting/manage-custom-reports.qmd @@ -82,6 +82,27 @@ Add, edit, or remove custom data to your analytics within the {{< var validmind. ::: +### Restrict an analytics page to roles + +Custom analytics pages can be limited to selected organization roles, so that a page only appears on **{{< fa square-poll-vertical >}} Analytics** for the users who need it. + +{{< include /guide/shared/manage-views/_role-visibility.qmd >}} + +::: {.callout-important title="The default analytics page is always visible to everyone."} +Because the default page is every user's fallback, it cannot be restricted to roles — the **Visible to Roles** option is not offered when editing it. + +::: + +To change who can see an existing custom page: + +1. On **{{< fa square-poll-vertical >}} Analytics**, click on the tab for the custom page you want to change. + +2. Click **{{< fa pencil >}} Edit Dashboard**. + +3. Click **{{< fa pencil >}} Details**. + +4. Add or remove roles under **Visible to Roles**, then click **Save Changes**. + ## Edit custom analytics 1. On **{{< fa square-poll-vertical >}} Analytics**, click on the tab for your custom page you'd like to edit the visualization for. diff --git a/site/guide/shared/manage-views/_organization-field-views.qmd b/site/guide/shared/manage-views/_organization-field-views.qmd index 4c9c98f28a..250a29fc94 100644 --- a/site/guide/shared/manage-views/_organization-field-views.qmd +++ b/site/guide/shared/manage-views/_organization-field-views.qmd @@ -42,7 +42,16 @@ To publish a saved personal layout to your organization, you must have permissio 6. (Optional) Edit the **Layout Name** and **Description** for your shared layout. -7. Click **{{< fa upload >}} Publish Layout** to share your layout with your organization. +7. (Optional) Select one or more roles under **Visible to Roles** to limit which users can see the layout. + +8. Click **{{< fa upload >}} Publish Layout** to share your layout with your organization. + +{{< include /guide/shared/manage-views/_role-visibility.qmd >}} + +::: {.callout-important title="The organization default layout is always visible to everyone."} +Because the default is the layout every user falls back to, it cannot be restricted to roles. If you set a role-restricted layout as the organization default, clear its roles first.^[[Set shared layout as default](#set-shared-layout-as-default)] + +::: ### Unpublish or remove shared layouts diff --git a/site/guide/shared/manage-views/_organization-table-views.qmd b/site/guide/shared/manage-views/_organization-table-views.qmd index fbb3fdfec1..b637fd654e 100644 --- a/site/guide/shared/manage-views/_organization-table-views.qmd +++ b/site/guide/shared/manage-views/_organization-table-views.qmd @@ -55,7 +55,13 @@ To publish a saved personal view to your organization, you must have permissions 6. (Optional) Edit the **View Name** and **Description** for your shared view. -7. Click **{{< fa upload >}} Publish View** to share your view with your organization. +7. (Optional) Select one or more roles under **Visible to Roles** to limit which users can see the view. + +8. Click **{{< fa upload >}} Publish View** to share your view with your organization. + +{{< include /guide/shared/manage-views/_role-visibility.qmd >}} + +Role restrictions apply to shared views only — a personal view is only ever visible to you, so there is nothing to restrict. Unpublishing a view clears its role restriction.^[[Unpublish shared organization views](#unpublish-shared-organization-views)] ### Unpublish or remove shared views @@ -94,7 +100,9 @@ To remove a saved organization view: ### Edit shared views -Editing while a shared view is active updates your personal default view instead of modifying the organization view. To edit a shared organization view: +#### Edit what a shared view contains + +Editing while a shared view is active updates your personal default view instead of modifying the organization view. To change the filters, columns, or sorting of a shared organization view: 1. Unpublish the shared view from your organization. @@ -102,4 +110,23 @@ Editing while a shared view is active updates your personal default view instead 3. Share the edited view with your organization. +#### Edit a shared view's name, description, or roles + +Renaming a shared view or changing who can see it does not require unpublishing: + +1. Click on the name of your saved view, or **{{< fa bookmark >}} Select View** if you are not currently displaying a saved view. + +2. Select **Organization (#)**. + +3. Hover over the view you want to change. + +4. When the **{{< fa ellipsis-vertical >}}** menu appears, click on it and select **{{< fa pencil >}} Edit View**. + +5. Adjust the **View Name**, **Description**, or **Visible to Roles**, then click **Save Changes**. + +::: {.callout title="Displaying a view that's no longer available to you?"} +Click **Exit View** to return to the default listing at any time. + +::: + ::: diff --git a/site/guide/shared/manage-views/_role-visibility.qmd b/site/guide/shared/manage-views/_role-visibility.qmd new file mode 100644 index 0000000000..ab86a44c2c --- /dev/null +++ b/site/guide/shared/manage-views/_role-visibility.qmd @@ -0,0 +1,13 @@ + + +::: {.callout title="How role visibility is applied"} + +- **Leave {{< fa users >}} Visible to Roles empty** to make this available to everyone in your organization. This is the default. +- Only organization roles can be selected,^[[Manage roles](/guide/configuration/manage-roles.qmd)] not record stakeholder types.^[[Manage record stakeholder types](/guide/configuration/manage-record-stakeholder-types.qmd)] +- [{{< fa hand >}} Customer Admin]{.bubble} users are not affected by role restrictions — they continue to see everything shared with the organization. +- Whoever published it keeps access, even if their own role isn't among the selected roles. +- If every role a restriction relies on is later deleted, it stays hidden rather than becoming visible to everyone. An admin can still reach it to adjust the roles or unpublish it. + +::: From 55875d5e78641e90ca470668bd18d3825c1af899 Mon Sep 17 00:00:00 2001 From: "github-actions[bot]" Date: Fri, 28 Aug 2026 01:12:57 +0000 Subject: [PATCH 2/2] chore: refresh chatbot product map --- site/llm/chatbot-product-map.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/site/llm/chatbot-product-map.md b/site/llm/chatbot-product-map.md index e446098f0c..1d3625616c 100644 --- a/site/llm/chatbot-product-map.md +++ b/site/llm/chatbot-product-map.md @@ -603,7 +603,7 @@ **Docs (related):** - `/guide/configuration/customize-your-dashboard.html` - - Sections: Prerequisites; Manage dashboards; Add dashboards; Edit or remove dashboards; Manage widgets; Arrange widgets; Add widgets; Remove widgets + - Sections: Prerequisites; Manage dashboards; Add dashboards; Edit or remove dashboards; Share a dashboard with your organization; Manage widgets; Arrange widgets; Add widgets - *No direct help link in frontend; related docs inferred from keywords.*