Element Discoverability & Access Workflow Playbook

The initial step requires a global architectural selection to determine how Metric Insights handles incoming access requests.

Access Admin > System > System Variables and locate the following parameters:

• Internal Processing: Set ACCESS_REQUEST_VIA_WEBPAGE to "N". This configuration manages and fulfills requests within the Metric Insights Requests interface.
• External Form/Webpage: Set ACCESS_REQUEST_VIA_WEBPAGE to "Y" and specify the destination in the ACCESS_REQUEST_URL variable. This redirects users to a pre-defined external portal.
• Access Request API: Provide a valid endpoint in the ACCESS_REQUEST_URL variable to allow an external governance tool (e.g., SAP GRC) to receive request metadata and programmatically update Permissions.

Reference: Access Request Overview: Setting the Access Request Processing

Define the default behavior for the platform to standardize the user experience.

• Global Discoverability Logic (NEW_CONTENT_IS_DISCOVERABLE): This variable determines the default state of the "Make Discoverable" toggle for all newly created Elements.
  • Recommendation: Set to "N" if you prefer to manually vet which Reports are findable. Set to "Y" to promote a fully transparent catalog by default.
• Automated Notifications (SEND_ACCESS_REQUEST_DIGEST): This setting controls the delivery of email alerts.
  • Action: Enable this to ensure Approvers are notified immediately when a user interacts with a discoverable Tile. If disabled, Approvers must manually check the Requests queue to identify new submissions.
• Action Button Standardization (ACCESS_REQUEST_BUTTON_TEXT): This variable defines the specific label for the request action across all discoverable Tiles.
  • Action: Define a label that matches your internal terminology (e.g., "Request Access," "Apply for Permission," or "Contact Data Owner").

Reference: Access Request Overview: Optional Settings

After the global parameters are set, apply Discoverability settings to specific Reports or metrics via the Element Editor > Access & Ownership tab.

1. Enable Visibility: Activate the "Make Discoverable to Users Without Access" toggle.
2. Define Access Request Group: Select the specific user groups authorized to identify this Tile in the Catalog.
3. Set Tile Blur Levels: Use the Preview Image Blur slider to obscure specific data values while maintaining the visual context of the visualization.
4. Designate the Approver: Enter a functional email address in the Access Request Email field.
5. If left null, the system defaults the Approver role to the System Administrator.

Reference: Setting Element's Discoverability: Set Element to be Discoverable

A few Discoverability settings live on the Category editor rather than the Element editor, and apply to every Element beneath that Category.

• Restrict Discoverability to Specific Groups: By default, discoverable content is visible to all users. To restrict it to specific Groups instead, set the system variable RESTRICT_DISCOVERABLE_CONTENT to "Y" (Admin > System > System Variables). Once enabled, go to Content > Categories > [Category Name] > Access & Ownership tab and select which Groups can discover content under that Category.
• Access Request Profile: An Access Request Profile can be assigned at the Category level via the same Access & Ownership tab, routing access requests for all Elements under that Category directly to the configured external system.

References:

• Setting Element's Discoverability: Restrict Discoverability to Groups by Category;
• Configure Access Request Profile

This stage defines the interface presented to an unauthorized user upon selecting a discoverable Tile.

1. Enable Custom Message: Activate "Use Custom Access Denied Message" in the Element Editor.
2. Input Technical Instructions: Provide the specific requirements for access (e.g., "Access requires completion of Data Privacy Training").
3. Inheritance: If no message is set, the system checks the parent Category before reverting to the system default.

Technical Reference: Access Request Overview: Customize Access Denied Message on the Element Editor

The final stage is the operational fulfillment of pending requests by the designated Approver.

1. Access the Request Queue:
   • Power Users (Approvers): Navigate to Content > Requests to view items assigned to their specific Elements.
   • System Administrators: Navigate to Admin > Content > Content Center > Requests for global oversight of all system requests.
2. Evaluate the Request: Review the requester's identity and any comments provided during the submission process.
3. Define Access Scope: Before finalizing the approval, determine the breadth of access required:
   • Single Element: Grant Permissions only to the specific requested Element.
   • Entire Category: Use the drop-down menu to grant Permissions to the parent Category and all contained Elements. This is the standard practice if the user requires access to a full functional suite (e.g., all Sales Reports).
4. Execute Approval: Select the grant action to update the user's Permissions immediately.

Requests routed to an external webpage, a direct API integration, or an Access Request Profile are fulfilled outside Metric Insights and never appear in this queue.

Reference: How to Process Access Requests