Data View in Onboarding

By default, dashboard users can access all core entities from the left navigation menu. You can also view policies, forms, integrations, and settings. However, you might not make use of all the core entities. Additionally, not all dashboard users need access to every page on the menu. Onboarding lets you customize the top-level pages for each dashboard user based on their user group memberships. Furthermore, you can create data views with built-in filters and assign them to specific user groups. These data views can serve as both shared bookmarks and access control to limit the displayed content.

Best Practices

By default, all users have access to everything inside their Onboarding account. If you require sophisticated access management, we recommend following the steps below to set up your data view strategy:

• Create an admin user group for super admins. Users in this group should have full access to manage their Onboarding account.
• Go through each default data view. Remove the All Users group and replace it with the admins group. This sets a clean slate for all users who are not super admins. By default, they will not have access to any data views and will see a mostly empty navigation menu.
• Create user groups for the non-admin users based on their role, function, or any other custom data your integration provides.
• Assign either the default data view or create a custom data view for each user group so they have the data access they need to do their jobs.

Default View Customization

Within Onboarding, select Settings.

Click Account Settings.

Click Data Views.

The Data Views page displays all the default views for the tabs in the navigation menu.

Select the view that you want to edit.

To edit the data view access, click Edit Data View.

You can remove everyone's access to the page by selecting the delete icon next to the All Users group.

You can also add a group or replace the All Users group with a more restricted group so that only a subset of users has access to the view. Select the User Groups drop-down menu and select the new group.

Once you are done with updating the user groups, click Update Data View. Users who no longer have membership in any groups with access to the view will no longer see the tab in their navigation menu.

Data Views with Built-in Filters

Sometimes users may need access to some employees but not others. For example, a national employer may have different service regions that operate independently. Onboarding admins who operate in US East may not need access to employees from the West Coast. For use cases like this, you can create data views with a built-in service region filter to replace the default employee view.

Navigate to the Employees tab.

Apply the desired filter, then click + Create View. NOTE: If you're not seeing the Create View button, be sure that you are filtering by at least one attribute. The button to create a view will appear when the filter is applied.

On the Create Data View pop-up, fill out the following fields:

• Name
• User Groups

Click Create Data View. Members of the selected group will automatically see the filters of the new data view applied when they select the Employees tab.

Data View Selector

If you have access to multiple data views with the same entity type, you will see a data view selector that allows you to switch between the different views. NOTE: Similar selectors are available on the home page, task list view, and placement list view. These selectors allow you to filter tasks and placements by employees in the selected data view.

By default, granting a user access to an employee data view also grants them list-view access to all tasks and placements associated with employees in that view.

NOTE: Users can only change or remove the built-in filters of a data view if they have access to the default view of the same entity type. In the example above, you see the “Service Region” filter greyed out because the user doesn't have access to the default employee’s view. However, users can add additional filters on top of the built-in filters to further reduce the displayed dataset. Setting additional filters doesn't require any special permission or access.