Dataset Access

Last modified: September 29, 2022

Dataset Admin Process Flow

The following graphic outlines the sequence of steps required for dataset administration. As admin, you create groups, add users to those groups, then assign permissions. 

Dataset admin process flow diagram

Dataset Access

Auto Insights uses groups to provide access to a dataset. For each dataset in a group, you can set the following access for Viewers and Owners.

Capability Viewer Owner
View Dataset and Insights

Configure Dataset Settings


To set group dataset access, go to Admin Portal > Groups. Select the group to edit, then select Viewer & Owner or Viewer from the dropdown. See the next section to learn about Row-based permissions.

Assigned datasets UI

Row-Based Permissions

Set row-based permissions to limit access to underlying data. This is helpful when you have data across many teams. You can set permissions for users to only be able to view data within their respective teams. For example, you could limit a sales manager's view to only their region.

To add row-based permissions...

  1. Go to Admin Portal > Groups.
  2. Select the group you want to assign permission.
  3. Find Row-based permissions under Assigned datasets.
    Row-based permissions
  4. Select the plus sign icon.
  5. Select a column and value from the dropdown menus. You can only select segment fields.
    Row-based permissions select column and value
  6. Select Add.

Note—You can't set row-based permissions for company-wide or sample dataset types. If a private dataset with row-based permissions is changed to the company-wide or sample type, Auto Insights ignores the row-based permissions.


Here's an example of row-based permissions where field = Country and value Australia. This means that only the colored rows are considered when viewing insights for the users that have this row-based permission:

Example data table

How are multiple row-based permissions handled? 

Row-based permissions have very similar functionality to filters (available in the query bar).

  • When there are multiple row-based permissions for one field, Auto Insights treats them as a logical OR operation.
    • Example: {field=Team, value=Auto Insights}, {field=Team, value=Designer} means that the user is able to see rows for Auto Insights or Designer.
  • When there are multiple row-based permissions for different fields, Auto Insights treats them as a logical AND operation.
    • Example: {field=Team, value=Auto Insights}, {field=Country, value=United States} means that the user only sees rows where Country is United States AND Team is Auto Insights which yields no rows in the given table example.

How are row-based permissions for one dataset handled across multiple groups?

Auto Insights combines row-based permissions across multiple groups for 1 dataset. Then, it follows the same behavior as multiple row-based permissions. 

If a user belongs to a group with no row-based permissions, and a group with row-based permissions for a particular dataset, the more restrictive group applies.


  • Group 1
  • Dataset 1
    • {field=Team, value=Auto Insights}
  • Group 2
  • Dataset 1
    • No row-based permissions

In this case, Auto Insights applies the row-based permissions from Group 1.

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