Restricted access groups

A restricted access group limits data to the users who belong to it. You can let users request to join the group, and set what members can do with each dataset.

Access requests are available on Enterprise plans. On other plans, the Enable access requests setting is marked Upgrade. See Koordinates pricing for plans.

Create a restricted access group

1. Select Users & Groups in the top navigation.
2. In the groups panel, select New.
3. On the Name tab, enter the group’s Name. Users you add to the group can see it, so if you have several access groups, make the name descriptive.
4. On the Access Requests tab, turn on Enable access requests if you want users to be able to request access to data the group owns. Then enter:
   • Description: shown to users on the access request page.
   • URL slug: generated from the group name, and used in the group’s access request URL. You can change it now, but not after the group is created.
5. Select Create group.

To change a group later, open it and select Settings. Restricted access groups are marked RAG in the groups panel.

Once access requests are on, users can request access from the data sheet of a dataset linked to the group, or from the group’s access request URL. To copy the URL, open the group, select Settings, then select Copy on the Access Requests tab.

Give the group access to data

You set the group’s access separately for each dataset:

• Can find: members can find the dataset and read its data sheet, but can’t add it to the map viewer.
• Can view: members can add the dataset to the map viewer and query it.
• Can download: members can also download the data.
• Can administer: members can manage and change the dataset.

To give the group access to a dataset:

1. Select Manage in the top navigation, then open the dataset from Datasets.

2. Select the Access tab.

   

3. Select Add group, then select the restricted access group.

   

4. Choose the group’s access, then select Set.

   

5. Select Apply.

Let users request access to the dataset

To let users who aren’t in the group find the dataset and ask for access:

1. On the dataset’s Access tab, open the Public Access menu and select Find only.

   

2. Select Add Access Requests.

3. Select Request access via nominated group, then select the restricted access group from the list.

   

4. Select Save, then Apply.

If no groups have access requests turned on, the dialog says so and offers Manage Groups instead.

Add users to a restricted access group

Users join a restricted access group in one of two ways:

• a group administrator adds them, or
• they request access, and a group administrator approves the request.

Add users

1. Select Users & Groups in the top navigation, then select the group in the groups panel.
2. Select Add users and choose the users. They must already be users of your site; to add someone new, use Invite user.

See Add users to a group for more.

Review access requests

When a user requests access, the group’s administrators are emailed.

1. Select Users & Groups in the top navigation, then select the group in the groups panel.
2. Select the Requests tab. The number of pending requests is shown beside it.
3. For each request, select Approve or Deny.
   • Approve: the user is added to the group, and gets access to all the data the group has access to.
   • Deny: the user isn’t added. They can request access again.