Setting Up Publication Groups

Intro

Using Publication Groups, you can set up specific users to access only pertinent data in a protected, filtered view of Domo. Based on group membership and filters, these users can view only the slice of data pertinent to them (aka row-based view filtering, horizontal or row-level security).

You can create, edit, and delete Publication Groups in your Domo instance if you have an "Admin" default security role or a custom role with "Manage Publication Groups" enabled. For more information about default security roles, see Default Security Role Reference. For more information about custom roles, see Managing Custom Roles.

Video - Publication Groups

Understanding the Publication Groups view

Elements of the Publication Groups view

In the Publication Groups view you can...

• Add Pages
  
  Page owners may create Pages containing Cards to share with Publication Group members.

• Add Cards
  
  Card owners add Cards to Pages to share with Publication Group members.

• Set up access groups
   
  Groups and members in Publication Groups are different than regular groups and members in Domo. Publication Groups are special security groups controlled within the Publication Groups view. Members of a Publication Group see only the Pages and Cards authorized for the group. (If users are also members of regular groups, then they see Pages and Cards authorized for those groups.)

• Set up filters on columns
  
  Filtering works by using a column in the data as a data column filter and using its row values as row value filters to apply to Publication Groups.

  • Data column filters
    
    Administrators assign filters for DataSets powering the Cards in the Publication Groups Pages. The data column filters make use of the column headings in the data (for example, the "Region" column heading).

  • Row value filter values
    
    Administrators assign row value filters to Publication Groups to control what row level data access group members have. The row value filter is a value in the specified data column filter. For example, if the data column filter is "Region," values might be "West," "Northeast," and "Southeast."

• Inclusive or exclusive access
  
  Currently, you can configure the Publication Groups view to provide inclusive and/or exclusive access for internal enterprise users, or exclusive access for external users (those without Domo accounts).
   

  Access Type	Domo Account Type	Description
  Inclusive	Internal	You can authorize users in Domo to access Publication Groups Pages and Cards, in addition to seeing other Pages and Cards. To configure this method, administrators add users with "Privileged," "Editor," or "Participant" security roles to Publication Groups, in addition to regular groups.
  Exclusive	Internal or External	You can authorize users in Domo to access only the Publication Groups Pages and Cards. To configure this method, administrators add users with "Privileged," "Editor," or "Participant" security roles to only Publication Groups, removing them from any regular groups. You can also authorize external users to access only Publication Groups Pages and Cards.

   

By default, when users are initially added to a Publication Group, they cannot see any data. Administrators must explicitly grant access to data to Publication Group users by specifying the row value filters per group.

In Domo, users create Pages and Cards that they want to share in the Publication Groups view.

How the Publication Groups view works for a user

A user with membership in a Publication Group first logs in to Domo.

The user can then access the Publication Groups view (by going to the Page specified as the title in the Publication Group settings), then navigate to any available Pages or Subpages, based on membership in Publication Groups.

On a Page, the user sees filtered data in the Cards, based on DataSet and row value filters. You can also grant access to Cards not connected to a DataSet, such as Notebook cards, Doc cards, and so on.

Publication Group members with a "Privileged" or "Editor" security role can comment on Cards using Buzz.

Depending on their membership in regular groups, users cannot share Pages and Cards in the Publication Groups view with others.

Setting up the Publication Groups view

You can set up multiple Publication Groups views to allow specific users to access only pertinent data in a protected, filtered view of Domo. The Publication Groups UI guides you through the process of creating a Publication Group using a three-step walkthrough. 

To set up the Publication Groups view,

1. Determine the column names and row values in the DataSets of the Cards in the Publication Groups view to use in filtering the data by user.

2. Click More > Admin.
   The Admin Settings appears.

3. Click Publication Groups.

4. Click New Publication Group.

5. In the Name field, enter the name you want to use for the top Page of the Publication Groups view.

6. Click Step 1 to open the first step in the walkthrough.  

7. Click Add Page, select a Page you want to add to the Publication Groups view, then click Add Page.

   1. (Conditional) If you want the Page to be the Page Publication Groups users go to when they sign in, click Landing Page.

   2. (Optional) If you want additional Pages to appear in the Publication Groups view, select and add those Pages.

8. Click Next to open the second step in the walkthrough.
   All DataSets used in the Page(s) you selected in step 7 are listed here. 

9. (Optional) If you want to add DataSets to this list, click Add DataSet, select the DataSet you want to add filters to, then click Add DataSet. Repeat to add additional DataSets. 

10. For each DataSet in the list, select a filter option in the dropdown. 
    Filter options are as follows:
     

    Option	Description
    No Access	Members of this Publication Group will not have access to any of the rows in this DataSet.
    All Rows	Members of this Publication Group will have access to all of the rows in this DataSet.
    Filter Access	Members of this Publication Group will have access to specifically defined data in this DataSet.

    
    For all DataSets in which you select Filter Access, you must specify the columns to be filtered by clicking Add Filter and selecting the desired column. If you want, you can include a custom name for the column. You can also add multiple filters to the same DataSet by clicking Add Column and repeating these steps.

11. Click Next to open the third step in the walkthrough.
    In this step, you can grant access to any Cards in the Page not powerered by a DataSet, such as Notebook Cards, Doc Cards, etc. 

12. Toggle on the Enable access switch if you want to grant access to Cards in the Page not linked to DataSets. 

13. Click Next to open the fourth step in the walkthrough. 

14. In the People dialog, do the following:

    1. Search for and select users and groups to add to this Publication Group.

    2. (Conditional) If using SSO, specify the SSO email or group.

    3. Click Add.

15. For each person, group, or email you've added, do the following:

    1. Click the pencil icon to expand the Filters and values column.

    2. For each DataSet in blue, click the DataSet and check the boxes for all rows that should be accessible by members of this Publication Group, then click Apply.

16. Click Done.

17. (Optional) Repeat the above steps to add more people, groups, or emails.

18. Click Create New.

To edit a Publication user group,

1. Click More > Admin.
   The Admin Settings appears.

2. Click Publication Groups.

3. Search for and select the Publication Group you want to edit.

4. Make the changes you want, then click Save Changes.

To delete a Publication user group,

1. Click More > Admin.
   The Admin Settings appears.

2. Click Publication Groups.

3. Search for and select the Publication Group you want to delete.

4. Click Delete Publication Group, then click Delete.

Example scenario

In the Publications Group view in the Admin Settings, a user sets up a Publication Group so that members of the "West Coast" and "East Coast" groups can see only the "Finance" and "Marketing" Pages, and the Cards in those Pages are filtered to show only data that is pertinent to each group. Jhonka, a sales executive with a "Privileged" security role with access to other groups, can see the data for all the regions.

The following table shows how three charts in the "Marketing" Page display different data depending on the whether the "Region" column filters are set to "East Coast" or "West Coast."

The next table shows the Details Page Data view for the "OR: Referring Domains" chart for both the "East Coast" and "West Coast" groups. The appropriate data appears in both Publication Groups, based on the row value filters.
 

The filtered data applies to other features such as Analyzer, alerts, drilling, previewing, and exporting. For example, when using Analyzer, only the values pertinent to the user appear. The following table shows how the available Analyzer filters appear differently depending on the user group.

Region	Filtered Analyzer Values
West
East

Updating Pages in Publication Groups

If new Cards are added and are using a DataSet that is already being used in the Publication Group, then any new Cards will show automatically. If a new Card is added and is using a new DataSet that isn't already being used in the Publication Group, then you will need to go into Step 2 of the configuration to designate the level of access and any filters for the DataSet. Once this is done the Card will show in the Publication Group.