Data access

Learn how database permissions and restrictions determine what you can see in Phocas.

You typically only see data that is relevant to you.

Databases

Administrators manage access to your organization’s data using a combination of database permissions and restrictions to ensure the right data is seen by the right users. These permissions and restrictions can be set in user profiles, which can then be applied to multiple user accounts. They can also be applied to individual user accounts as required.

Database permissions give you access to a database.

Database restrictions prevent you from accessing specific data items, such as a dimension or measure, within a database to which you have access. Typically, database restrictions are applied on a user-by-user basis, so if you don't have a restriction, you have access to all data items in the database. However, your administrator might set default database restrictions to allow that logic to be reversed. In this case, any user without a specific restriction will get the default restriction from the database. Instead of applying a user restriction to limit access, it is used to increase access.

If you can't access a particular database or that item within a database, contact your administrator and ask them to review your access.

Shared content

You'll only see favorites and dashboards in the menu and homepage if you created them or they've been shared with you.

If you have permission to share content items, you can only share items with users who have permission to see the underlying data. For example, if you try to share a favorite or dashboard containing Branch X financial information with a user who only has permission to view Branch Y data, you will get an error message.

If you think another user should be able to see the data you are trying to share, ask your Phocas administrator about their permissions.