Skip to main content
waffle.svg
Domo Knowledge Base

Setting Up Publication Groups

Version 27

 

Intro

Note: This feature is available on demand.
 

To request that this feature be enabled,

  • contact Technical Support by messaging /support in Buzz or via the Support Portal at support.domo.com

  • reach out to your Domo Customer Success Manager or Technical Consultant.

Depending on the feature, you may be required to complete training before you can use the feature.

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 filteringhorizontal 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.

Tip: With row-based view filtering, you can filter a DataSet based on the row value of a column heading in the data. By filtering row values per user on the same column, you allow a user to view only certain data.

Note: The following card types are not supported with Publication Groups:
  • Sumo cards

  • Document cards

  • Notebook cards

  • Poll Cards

  • Domo Apps

Training Video - Publication Groups

 

 

Note: The product training videos are for Domo customers and clients only.

Understanding the Publication Groups view

Elements of the Publication Groups view

In the Publication Groups view you can...

  • Add pages
    Owners create pages containing cards to share with Publication Group members.

  • Add cards
    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.

Tip: As you add an additional data column filter to a Publication Group, Domo attempts to apply any existing row value filters to the data column filter when the additional DataSet has the same column names as an existing DataSet. If the DataSet values are the same as values of an existing DataSet, Domo applies any existing row value filters to the additional data column filter. You can specify additional row value filters or any differing values. 

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.

Important: If the user has an external account, he or she can access the Publication Group by navigating to domain-ss.domo.com where domain-ss is their company domain, then connecting using the implemented Single Sign-On. For more information, see Implementing Single Sign-On.

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.

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  > 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. 

  12. Click New Access Group.

  13. In the Add Access Group dialog, do the following:

    1. Search 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 Access Group.

  14. For each access group you've added, do the following:

    1. Click the pencil icon to expand the DataSets and Filters 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.

  15. Click Done.

  16. (Optional) Repeat the above steps to add more access groups.

  17. Click Create New.

To edit a Publication user group,

  1. Click  > 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  > 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."

Region

Filtered card view

West

East

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.
 

Region

Filtered data view

West

saas_data_examplewest.png

East

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

When pages shown to members of a Publication Group are updated, those pages need to be removed from the Publication Group then added back in order to be updated. For example, a Publication Group may have access to the "West Region" sales page. The page has 7 cards on it when it is added to the Publication Group. Two weeks later, an Admin user adds 5 more cards to the page. Members of the Publication Group cannot see the new cards until the page is removed from the Publication Group then added back in.

Configuring a Publication Groups DataFlow

With a little help from one of our groups here at Domo, you can request a DataFlow that updates your Publication Groups. This allows you to define who has access to the Publication Group through a CSV file or Domo datasource. As your data changes, you won't have to continually reconfigure access to the Publication Group.

To set up a DataFlow to Publication Groups,

  1. Create an Admin-level login that can represent the API calls that will be used to create the publication group(s)—either IT, Support, or MajorDomo.

  2. Create the publication group/access group that will be receiving the synced DataDet.

  3. Configure the DataSet that will represent the Publication Group.
    This DataSet should include all of the following:

    • Domain

    • Username

    • Publication Group name

    • Group IDs (with a group column name) or email addresses (with an email column name)

    • Datasource ID. The datasource defines the filters present in the Publication Group. You’re mapping a DataSet to a Publication Group, and the columns of the DataSet may be different than the columns or filters of a Publication Group. It makes it easier if there is a one-to-one match-up when creating the DataSet.

  4. Send an email to the Domo Labs group: labs@domo.com in which you include the request for Publication Group sync setup, along with the domain, username, Publication Group name, whether you’re using emails or groups and the corresponding column name, and the datasource ID that they want run.

When the Labs team receives the email, they will set it up on the server and send back the results.