Who sees analytics dashboards and their data
Anyone in the account can open a public dashboard, but each chart shows only the data your own permissions let you read.
You put the “Landmark Venues season” dashboard on the screen in the office, and the warehouse team walks past it every day. Should they see the revenue chart? And the open invoices? Sharing figures inside a rental company is a real decision, and Filmo makes it for each chart, not for the whole dashboard.
In Analytics there are two separate questions: who can open a dashboard, or report, and which data each person sees inside it. Sharing a dashboard doesn't share the orders, invoices or purchases it reads. Each checks again, with the permissions of whoever is looking at it.
It works like a building where everyone can walk into the meeting room, but each filing cabinet in it opens only with the right key.
Who opens what
| What | Who sees it | Who changes or deletes it |
|---|---|---|
| Dashboard | Administrators: all of them. Everyone else: the account's public dashboards and their own. | Its owner or an administrator. |
| Snapshot | Whoever could see its dashboard when it was saved. | Its dashboard's owner, whoever saved it or an administrator. A report's snapshot goes only with its report. |
| Report | Public reports: anyone in the account. Private ones: the owner, whoever generated it or an administrator. | Delete and retry: the owner, whoever generated it or an administrator. |
| Dashboard group | Anyone in the account. | Name, rotation, period and deleting: whoever created it or an administrator. Adding and removing dashboards: anyone. |
Here, an administrator is someone with the «Super administrator» or «Administrator» role, the account owner or Filmo support. The is the person who created it.
Every dashboard you create from the app is a , and its snapshots and reports take its visibility when they're created. Only a workflow can create a private dashboard; see Workflow steps.
Which data each person sees
Each chart is a query on your account's data. Before it shows anything, Filmo checks that you can read every table the chart uses, according to the module each table belongs to:
| Data about… | Permission you need |
|---|---|
| Orders and their lines | «Orders» |
| Items, kits, units and consignments | «Inventory» (consignments also need the consignments module) |
| Quotes, invoices, proformas, credit notes and simplified invoices | «Sales» |
| Purchase orders, supplier invoices and subrentals | «Purchases» |
| Payments and treasury accounts | «Treasury» |
| Contacts | «Contacts» |
| Opportunities and pipelines | «CRM» |
| Projects | «Projects» |
| Staff | «Crew» |
| Vehicles | «Transport» |
| Services and tasks | «Services» |
| Incidents and repair tickets | «Lost and damaged» |
| Users, settings and AI usage | Administrators only |
| Resource availability | Nobody, from Analytics |
- If you're missing a permission, that chart shows "No tienes permiso para consultar esos datos" (Filmo shows this message in Spanish). The rest of the dashboard looks the same.
- The doesn't give you any Analytics data. It opens the Finances «Dashboard» and lets NEO answer questions about figures.
- If your account hasn't subscribed to CRM or consignments, their data is out of reach for everyone, administrators included.
- When someone's role changes, charts don't keep serving them figures they can no longer read: results are checked again before they're shown.
Frozen figures: snapshots and reports
A snapshot or a stores the data as the person who created it saw it. Other readers see in place of any chart whose tables they can't read today.
- The dashboard's owner, whoever saved the snapshot or generated the report, and administrators always see everything, even if they lose permissions later.
- A report's and its PDF are only for the owner, whoever generated it, administrators, and people with exactly the same permissions as whoever generated it. Everyone else sees "The executive summary is not available with your current permissions."
Text notes aren't hidden
A the assistant wrote on a dashboard is shown to everyone who opens it, whatever their permissions. Since the assistant writes notes from results it has already calculated, a note can mention figures that a reader couldn't query. Keep that in mind before putting a dashboard with notes on a shared screen.
Asking NEO about figures
NEO answers business questions such as "how much have we invoiced this month" or "top clients" only for people with «Statistics». Questions about profit also need the . Each table is checked against the same permissions as above. See Ask NEO a question.
Analytics doesn't need «Statistics»: the assistant works with the tables you can read. So someone without «Statistics» can build a chart in Analytics that NEO wouldn't answer for them in a chat.
Where permissions are set
There's no permissions screen for Analytics. Filmo applies these rules when you open «Filmo AI» → «Analytics» and its dashboards, snapshots, reports and groups, and each person's permissions come from their role. See Roles and permissions.
Good to know
- The «Analytics» entry appears in the sidebar for anyone with read access to «Orders», «Sales», «Purchases», «Treasury», «Inventory», «Projects», «Statistics», «Contacts» or «Crew».
- Being in a group gives you nothing else: when the group rotates, each person sees the public dashboards and their own, with the data their permissions allow.
- The assistant, reports and dashboards created from a workflow also need AI credits and the AI features turned on.