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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 set up a new workspace

Configure a new Datanyx workspace from scratch, in the order that avoids rework. The Admin areas depend on each other, so building them out of sequence means going back and redoing assignments.

Before you begin

You need:

  1. Access to the account the workspace was registered under. The sign-up email is automatically the first user, with the Account Admin role
  2. Your organization structure decided: which divisions, business units, or customer accounts you’re modelling
  3. A list of the people you’re onboarding, with names, email addresses, and unique user identifiers
  4. A rough map of who needs what access, grouped by job/ designation rather than by person

The order below exists because each layer depends on the one above it. Organizations scope everything. Roles have to exist before you can assign them. Users have to exist before you can put them in a group. Building bottom-up means creating things you’ll have to edit again once their dependencies show up.

You don’t have to complete every stage before people can start working. Organizations, roles, and users are the minimum. Groups and security tags can wait until you have enough people to make them worth the effort.

Steps

Step 1. Sign in as the first Account Admin

The email address the workspace was registered under is already a user, and already holds the Account Admin role. Sign in with it.

You’ll be prompted to create an organization immediately. This isn’t optional and isn’t something you can defer. Datanyx doesn’t allow orphan users, so the first user needs an organization to belong to before anything else can happen.

Everything below is done from Admin.

Step 2. Add any further organizations

If you’re modelling more than one division, business unit, or customer account, open Organization Management and add the rest now. A single-tenant workspace needs nothing here, the organization from Step 1 is enough.

Organizations are the outermost boundary in Datanyx: users, roles, groups, and content all live inside exactly one. Getting this wrong is the most expensive mistake to fix later, because it means recreating everything underneath.

Hold off on filter parameters for now. Those depend on knowing your column names, which you’ll know better once data sources are connected. See How to configure organization filter parameters.

Step 3. Create your security tags, if you’ll need them

If you already know that some Reports need to be restricted to specific audiences, create those tags now under Security Tags. Tags have to exist before they can be attached to a role, and attaching them while you’re building roles is less work than revisiting every role later.

If you’re not sure yet, skip this. Tags can be attached to existing roles at any time.

Step 4. Create your roles

Open Roles Management and build one role per access pattern, not one per person and not one per team. Teams change and people move; access patterns are stable.

Start narrower than feels comfortable. Roles are additive, so a user who needs more can be given a second role. Widening a role that turned out to be too tight is a one-field edit; narrowing one that’s too broad means auditing everyone who holds it.

Step 5. Create your users

Open User Management and add each person. Assign their roles as you go, see How to create a user for the full field-by-field walkthrough.

Create a second Account Admin now, before you go any further. A workspace with one Account Admin has one point of failure, and no one else can grant the role. Do this while you’re already in User Management rather than adding it to a list of things to sort out later.

Step 6. Group your users

Open Group Management and build groups for the teams that share an access pattern. Assign the role to the group rather than to each member.

This is optional on a small workspace and close to essential on a large one. The payoff comes at the next joiner: adding them to a group grants everything the team has, with no role assignment to get wrong.

Step 7. Check the result from the other side

Have one person from each role sign in and confirm they land where you expect and can reach what they need. It’s much cheaper to find a gap now than after thirty people have been onboarded on the same faulty template.

Result

Your workspace has organizations scoping the content, roles describing access, users who can sign in, and if you set them up, groups making the next round of onboarding a single click. New people can now be added by creating the user and dropping them into the right group.

The layers you built stay independent. Changing what a role grants updates everyone holding it, without touching the users or groups themselves.

Common issues

  1. The role dropdown doesn’t show the Designer role I need. Designer roles only appear for products the workspace subscribes to. A workspace without Weave won’t offer Weave Designer.
  2. A user signs in but lands somewhere unhelpful. The default landing page is set per user and doesn’t affect permissions. Edit their profile to change it.
  3. I assigned a role to a group and members didn’t get it. Check the members are in the organization the group belongs to. Groups are organization-scoped, and a user outside that organization can’t be a member.
  4. Someone has access I never granted them. They’re getting it through a second route, another role, a group, or a parent group above their group. Access is the union of every source.