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Account Admin
Getting started
How to navigate the Admin tab How to set up a new workspace How to work out why a user can’t see something
User Management
How to create a user How to assign a role to an existing user How to edit a user’s profile How to reset a user’s password How to deactivate or reactivate a user How to delete a user How to give a user access to more than one organization
Roles Management
How to create a role How to edit a role How to assign a security tag to a role How to delete a role
Group Management
How to create a group How to create a subgroup How to edit a group How to delete a group
Organization Management
How to create an organization How to configure organization filter parameters How to edit an organization How to delete an organization
Security Tags
How to create a security tag How to edit a security tag

How to create a role

Build a custom role that bundles menu access, data visibility, and Report access into one reusable assignment. Roles are how every user in Datanyx gets access to anything, this article covers creating one from scratch in Roles Management.

Before you begin

You need:

  1. The Account Admin role — only Account Admins can create or edit roles
  2. A clear picture of what this role should grant: which menus, which data sources, which Reports
  3. The Reports this role should see. Reports Access lists only Reports that already exist

Roles are additive. A user assigned more than one role receives the combined access of all of them, so a new role only needs to cover what it adds, it doesn’t need to restate access the user already has from elsewhere.

Designer access is gated by subscription on top of the role. Granting a Designer menu on a workspace without the matching product subscription won’t enable that product.

Security tags are not set here. Create tags in Admin → Security Tags, then attach them to this role afterwards. See How to assign a security tag to a role.

Steps

Step 1. Open Roles Management

From the main navigation, click Admin, then open the Roles Management tab.

Step 2. Start a new role

Click the add icon in the bottom-right corner of the screen. The Create Role form opens.

Step 3. Name the role

Enter a Role Name. This is what Account Admins see when assigning the role to users and groups, so name it for the access it grants rather than for the team using it today, “Finance Read Only” survives a reorganization; “Priya’s Team” doesn’t.

Step 4. Set menu and Report access

On the Menu Access tab, configure:

  1. Menu Level Access — the menu items this role can open. This is the coarsest control: without menu access, nothing else on this form matters.
  2. Grant Roles Access — means holders of this role can assign that role to other users.
  3. Reports Access — the Reports this role can view in Dashboards.
  4. Organizational Access — for multi-organization workspaces, the organizations this role applies to.

Reports Access is a snapshot, not a rule. It lists the Reports that exist right now. Reports built after you save this role are not added automatically, someone has to come back and check the box. If a Designer reports that a brand-new Report is invisible to their team, this is almost always why.

Step 5. Set data access

Switch to the Advanced tab and configure what data the role can reach:

  1. Data Sources — the sources this role can read from. Selecting a source here is what makes its datasets and fields available to the three settings below.
  2. Restrict Dataset Access — limits which datasets within those sources are visible.
  3. Restrict Field Access — hides specific fields from users holding this role. Applies at query time.
  4. Data Level Access — filters what the role can see.

Dataset and field restrictions match on exact names. If someone renames a column at the data source, the restriction stops matching and stops applying silently, with no warning. Note anywhere you’ve used these so you can re-check them after a schema change.

Step 6. Save

Click Save. The role appears in the Roles Management list and is immediately available to assign to users and groups.

Result

The role exists in Roles Management with the access you configured. It’s now selectable in User Management and in Group Management, and anyone you assign it to receives its permissions on top of whatever they already hold.

You can change any of this later from the same list, edit the role’s access, attach security tags, or delete it. Edits propagate to everyone currently assigned the role without reassigning it.

Common issues

  1. The menu I need isn’t offered in Menu Level Access. The menu belongs to a product your workspace doesn’t subscribe to. Menu options are limited to licensed products.
  2. A Report I want to grant isn’t in the Reports Access list. The Report doesn’t exist yet, or it’s in a different organization. Reports Access shows existing Reports only. Build the Report first, then come back and add it.
  3. I saved the role but the user still can’t see anything. Assigning a role to a user is a separate step. Creating a role doesn’t give it to anyone.
  4. Field restrictions aren’t taking effect in a Report. The field name in Restrict Field Access has to match the dataset field exactly, including case. Check for a rename or a typo.
  5. Security tags aren’t on this form. They’re not part of role creation. Save the role first, then attach tags from the Security action in the role’s row.