Data Access Control Overview

What: With Data Access Control, large organizations can ensure that users only access the data they need, while leadership can still report on activity across the entire organization.

Who: Data Access is a Premium Feature and requires a license purchase. Tenna Power Users have control over Data Access Control settings for their company account users.

Important! When the DAC Premium License is enabled, all users default to Limited Access based on your Org Chart. It is important to map out your Org Chart and Asset match prior to turning on DAC, as not to lose access.

Benefits of Data Access Control

Control access to assets through Organization Chart assignment of assets and users.
Grant users access to assets outside of their reporting hierarchy while limiting access to other subsidiaries, divisions, and departments.
Quickly and easily manage access for organization chart directories and individual users.

Data Access Control vs. Permissions

Data Access settings are applied in the system after permissions are checked.

Permissions dictate a user’s ability to see and interact with specific Tenna features and functions.
Data Access dictates a user's ability to see or not see data, and receive alerts and notifications, for specific assets.

For Example:

Dave Div is the Asset Management Director for a GNR Construction subsidiary in Texas. The Power User assigned him to the Asset Management Permission Group, which controls which features and functions Dave can access, like creating work orders, editing an asset's details, etc. Dave only wants/needs to see data for asset's assigned to his Texas office. So, the Power User gave Dave Limited Data Access for the subsidiary (Kassulke Group) Texas division.

As you see below, Dave can only view 64 assets - all of which are assigned to the Kassulke Group in Texas. He can perform actions and access features for these assets based on his Permission Group.

How Does Data Access Control Work?

When assets and users are both associated to the same directory of the Organization Chart, we can use that relationship as a way to control who can access what asset data. As shown in the diagram below, the group of users associated with “Subsidiary B” can only see the assets that are also associated with “Subsidiary B.”

Unassociated Assets (assets not associated to the Organization Chart) will require Full Access (no Data Access Control) for a user to be able to view and take action.
Edit user data settings: Assign a user to any combination of Org Chart directories
Filter based on Data Access Control settings for Maintenance Requests, Work Orders, Requested and Reserved Assets, Notifications, and more
Actions that can be performed from the Asset Detail page will be prevented if the user cannot access the asset

The following should be completed prior to implementing the Data Access Control Feature:

Build an Org Chart
Assign Assets to a level within the Org Chart (view Step 5)