Certain users can be given a read-only view to simplify their interaction with the tool

Description

The ability to assign certain users a read-only view in planning software is useful to broaden the use of the tool while keeping data secure. Under this setting, users can view and analyze data, but cannot modify it. This functionality aims to enhance security, facilitate collaboration, limit the risk of erroneous changes, and streamline the user experience.

Example Use Case

Scenario: A mid-market corporation uses CPM software for financial tracking and performance analysis. Several departments, including finance, human resources, and sales, regularly use the tool. Some users need to input and modify data, while others only need to analyze the data. This is a mess in Excel.

Solution: The functionality of assigning 'read-only' access to certain users is implemented in a new CPM tool. This restricts data modification access to select personnel, preventing unauthorized changes to data. For example, a sales executive may be allocated 'read-only' access to view sales data and create reports but cannot alter any financial data. Those users now have access to up-to-date data on-demand.

Considerations

Read-only licenses are intended to broaden the use of the tool throughout an organization. This helps prevent yet another data silo in the business, and reduces the finance teams responsibility of created custom reports for every stakeholder and using email to distribute them.

We recommend that a read-only interface be highly simplified, meaning that the user should not be exposed to too much navigation and clicks. Present dashboards and clickable reports within one or two clicks from the landing page after login. This will reduce or eliminate the need for user training.

Check with the vendor on licensing for this type of user. Some vendors will charge a reduced rate, others will not charge at all.

Questions to Ask a Vendor

• Role Assignments: Is read-only access restricted to a specific part of the tool, like reporting? Or can we make all of our entry sheets read-only as well? What are the limitations?
• Licensing: How does the licensing work for the read-only users?
• Read-Only Portal: Can we create a special portal for a group of read only users?
• Data Segmentation: Can we assign read-only users to a specific dimension, like Product, and automatically filter their interface to reflect that dimension upon login?