Bot Analytics Permissions

Bot Analytics permissions let Analytics Admins control two things for every dashboard user: what they can do in Bot Analytics (view custom dashboards, export data, open employee-level drill-downs) and which employees' data they can see (all employees, or only a subset such as one region or business unit).

You manage permissions through groups. You define the feature access and data access once on a group, then assign users to it. Restrictions are enforced on the server for every Bot Analytics query, so they apply to dashboards, drill-downs and exports alike — a user can't remove them by changing filters or opening a link directly.

How it works

1. Create a group and choose its feature access.
2. Set the group's data access — Full access, or Restricted to employees that match conditions you define.
3. Assign users to the group, either while creating it or later from the Users tab.
4. Assigned users see Bot Analytics only within the group's limits. Changes take effect within about 30 seconds.

Where to find it

Go to Analytics → Settings → Permissions → Bot platform. The page has two tabs:

Settings is visible only to Analytics Admins. Other users who open a Permissions link directly see an access-denied page.

Who permissions apply to

Each user can belong to only one group. Settings from different groups are never combined.

Feature access

Feature access controls what members of a group can do in Bot Analytics. All three toggles are off for a new group — turn on only what the group needs.

Existing sharing and edit rights on individual custom dashboards still apply on top of the View custom dashboards toggle.

Data access

Data access controls which employees' data members of a group can see. Choose one Scope:

• Full access — the user sees data for all employees.
• Restricted — the user sees data only for employees who match the conditions you define under Filters.

When the scope is Restricted, every Bot Analytics metric, chart, table, drill-down and export the user opens is limited to the matching employees. The employee filter dropdowns on dashboards also show only values within the user's scope. Any filters the user applies on a dashboard narrow the data further — they can never widen it.

Building conditions

Each condition has three parts:

You can combine conditions in two ways:

• And condition adds a condition to the same group. An employee must match all conditions in a group.
• Or group adds a new group of conditions. An employee who matches any one group is included.

Example. To give a regional HRBP team access to Sales and Marketing employees in Bangalore, plus everyone in the Consumer Products business unit:

The group page shows a Summary of the scope in plain language so you can check it before saving.

Limits

To remove a restriction, switch the scope back to Full access. This clears all conditions.

Create a group

1. Go to Analytics → Settings → Permissions → Bot platform → Groups.
2. Click Create group.
3. On Add details:
   1. Enter a Group name (up to 50 characters). The name must be unique; admins see it when assigning users.
   2. Under Feature access, turn on the toggles this group should have.
   3. Under Data access, choose Full access or Restricted. If Restricted, add at least one complete condition under Filters.
4. On Assign users, select the users to add. The list shows only analytics agents who aren't already in another group. You can skip this step and assign users later.
5. Click Save.

Assign or move a user

1. Go to the Users tab.
2. Find the user and open Assign group.
3. Select a Group and click Save.

Assigning a user who already belongs to a group moves them to the new group. Clear the group to return the user to the unassigned baseline.

View and edit a group

1. On the Groups tab, click a group to open it. The page shows its feature access, data access (with a table of conditions) and assigned users.
2. Click Edit to change the name, toggles, scope or members, then click Save.

If another admin changes the same group while you're editing it, saving shows "This group changed while you were editing it. Reload and try again." Reload the page and reapply your changes.

What restricted users see

Custom metrics

For a restricted user, a custom metric loads only if its SQL supports population scoping (it includes the {USER_PROFILE_FILTER} placeholder). Built-in Bot Analytics metrics added to custom dashboards are always supported. Users with full access are not affected.

Scheduled report PDFs

Scheduled and manual report PDFs respect permissions:

• The report is generated with the report owner's data access.
• A recipient is skipped if they belong to a group with Restricted data access or with Export data turned off.

Known limitations

• AI Colleague metrics are not yet limited by data access. Restricted users see AI Colleague run-level metrics for all employees.
• The Bot Analytics user list export respects the Export data toggle but is not limited by data access.
• Legacy (non-SQL) Bot Analytics metrics are not limited by data access.

Errors

FAQs

How quickly do changes apply?
Within about 30 seconds. Users who have Bot Analytics open may need to refresh the page.

Can I give one user different settings from the rest of their group?
No. Settings are defined per group, and each user belongs to one group. Create a separate group for users who need different access.

Do these permissions affect Helpdesk, Onboarding or other analytics?
No. They apply to Bot Analytics only.

Do permissions change who can access Analytics at all?
No. Access to Analytics is still controlled by dashboard roles in the Admin console. Bot Analytics permissions apply on top of that, to users who already have access.

Related pages

• Dashboard users
• Employee sync
• Bot Analytics – Data Drill-downs
• Exports
• Custom Dashboard
• Reports