Set user access and permissions
Set user access and permissions
You can restrict access to your charts, or reports. You can choose who gets to see what by setting access permissions per user or setting a chart or report visible to you only.
You can restrict access to your charts, or reports. You can choose who gets to see what by setting access permissions per user or setting a chart or report visible to you only.
You can restrict access to your charts, or reports. You can choose who gets to see what by setting access permissions per user or setting a chart or report visible to you only.
Setting the user role
When inviting a new user, you can select between these user roles:
Admin - Can change account settings, manage users, plans & billing
Member - Can create charts and reports, invite new users, and add/remove data sources
Observer - Can only view data, cannot change any settings
Admin users can change the user role in the Manage Users tab under the Account settings
You can get to this view by selecting Manage Users under the main menu and clicking a user in the list. Once you change a role, it will take an effect immediately.
Setting the user role
When inviting a new user, you can select between these user roles:
Admin - Can change account settings, manage users, plans & billing
Member - Can create charts and reports, invite new users, and add/remove data sources
Observer - Can only view data, cannot change any settings
Admin users can change the user role in the Manage Users tab under the Account settings
You can get to this view by selecting Manage Users under the main menu and clicking a user in the list. Once you change a role, it will take an effect immediately.
Adjusting chart visibility (public / private)
This feature is available in the Scale plan and higher
You can set the visibility of a chart by selecting between public and private in the chart editor:
If a chart is set to public, it is visible under the Charts tab to all users in your account. Anyone in your account can edit that chart, or add it to a report or dashboard.
If you set a chart to private, it is visible to you only in the Charts tab. Other people in your account won’t be able to view that chart. You can still add that chart to a dashboard or report, and if you do so, the chart will be visible to those who have access to that dashboard or report.
If you want to share a chart with someone who doesn’t have a Screenful account, you should either invite that person to your account first or create a public share link.
Adjusting chart visibility (public / private)
This feature is available in the Scale plan and higher
You can set the visibility of a chart by selecting between public and private in the chart editor:
If a chart is set to public, it is visible under the Charts tab to all users in your account. Anyone in your account can edit that chart, or add it to a report or dashboard.
If you set a chart to private, it is visible to you only in the Charts tab. Other people in your account won’t be able to view that chart. You can still add that chart to a dashboard or report, and if you do so, the chart will be visible to those who have access to that dashboard or report.
If you want to share a chart with someone who doesn’t have a Screenful account, you should either invite that person to your account first or create a public share link.
Reports visibility
This feature is available in the Scale plan and higher
You can set the visibility of a report by selecting between public and private in the report settings:
If a report is set to public, it is visible under the Reports tab to all users in your account. Anyone in your account can edit or schedule that report.
If you set a report to private, it is visible to you only in the Reports tab. Other people in your account won’t be able to edit or schedule that report. You can still schedule the report to be sent via email or Slack, and when you do so, the recipients can see the PDF version of the report. However, they cannot access the online version of that report since it is private.
If you want to share a report with someone who doesn’t have a Screenful account, you should either invite that person to your account or create a public share link.
Reports visibility
This feature is available in the Scale plan and higher
You can set the visibility of a report by selecting between public and private in the report settings:
If a report is set to public, it is visible under the Reports tab to all users in your account. Anyone in your account can edit or schedule that report.
If you set a report to private, it is visible to you only in the Reports tab. Other people in your account won’t be able to edit or schedule that report. You can still schedule the report to be sent via email or Slack, and when you do so, the recipients can see the PDF version of the report. However, they cannot access the online version of that report since it is private.
If you want to share a report with someone who doesn’t have a Screenful account, you should either invite that person to your account or create a public share link.
Data source level visibility
This feature is available in the Enterprise plans
You can restrict access to individual data sources to named users by selecting them under General Settings ► Permissions.
The level of access depends on the user role so that the permissions tab is available only for Admins. Members or Observers cannot access this tab.
The default visibility for the newly added data source is visible for all. You can restrict visibility to the specified users by unchecking some of the boxes.
When you click Save, only the selected users have access to the data source in question. The ones not selected cannot any longer view content from that data source.
When you invite new users, you get to select which of the data sources the invited user gets access to:
When access to a data source is limited to the selected users:
Data from those data sources are filtered out from custom charts and reports for users who are not explicitly allowed to view it.
A user without access cannot edit the chart or report associated with that data source.
Data source level visibility
This feature is available in the Enterprise plans
You can restrict access to individual data sources to named users by selecting them under General Settings ► Permissions.
The level of access depends on the user role so that the permissions tab is available only for Admins. Members or Observers cannot access this tab.
The default visibility for the newly added data source is visible for all. You can restrict visibility to the specified users by unchecking some of the boxes.
When you click Save, only the selected users have access to the data source in question. The ones not selected cannot any longer view content from that data source.
When you invite new users, you get to select which of the data sources the invited user gets access to:
When access to a data source is limited to the selected users:
Data from those data sources are filtered out from custom charts and reports for users who are not explicitly allowed to view it.
A user without access cannot edit the chart or report associated with that data source.
Learn more
Learn more
FAQ
Common questions
A data source is a Linear Team. The pricing is based on the number of teams you explicitly import to Screenful, not the total number of teams in Linear. One data source can contain any number of projects. You can compare plans on the pricing page.
You can import data sources from all the tools we support in the same Screenful account. Learn more about managing data sources.
A data source is a Linear Team. The pricing is based on the number of teams you explicitly import to Screenful, not the total number of teams in Linear. One data source can contain any number of projects. You can compare plans on the pricing page.
You can import data sources from all the tools we support in the same Screenful account. Learn more about managing data sources.
You can manage the subscription in the billing settings. The location of the billing settings depends on the product you are subscribed to. You can learn more by following the instructions in this guide.
You can manage the subscription in the billing settings. The location of the billing settings depends on the product you are subscribed to. You can learn more by following the instructions in this guide.
We do not make changes to your data. We only read it via the API of your tool. Screenful is only for reporting and analytics. It does not update any data within your tools.
We do not make changes to your data. We only read it via the API of your tool. Screenful is only for reporting and analytics. It does not update any data within your tools.
What is the difference between these metrics?
Reaction time = time before the work was started
Cycle time = time from start to completion
Lead time = Reaction time + Cycle time
Timing metrics explained: Lead time vs Cycle time
How is the reaction time calculated?
Reaction time starts running when a task is moved into a state that is mapped to the "Not started" in the workflow mapping. The reaction time stops when the task is moved out from that state. If the task is never placed into a state that is mapped to the “Not started” workflow state, then the reaction time is zero.
What if tasks skip lists/columns, or there is no sequential workflow?
The timing information is based on how long items stay in the workflow states that are mapped to "In progress" in the workflow mapping. There is no need for sequential progress, and it is totally fine if tasks skip some of the workflow steps.
What if a task is moved from the “not started” state directly to “done” without going through any of the “in progress” states?
In that case, the cycle time will be zero.
How does the cycle time work if a task is moved into "in progress" and then back to "not started yet"? Similarly, what happens if a card is archived while it's in progress?
Cycle time is calculated only for completed tasks, so in both of those cases, cycle time would be undefined.
If a task is moved from "in progress" to "done", but then back to "in progress" again for additional work would this time be added to the cycle time?
Cycle time is counted only when the task is in progress, so the time spent in the "done" state is not included in the calculation.
When is a task created? Does the clock start when a task is created or when it is put in the "next" state (or equivalent)?
The clock starts when a task is moved to a workflow state that is mapped to the "not started" or "in progress" workflow state.
Are weekends included in the cycle time calculations?
Weekends are included in the calculations by default, but you can change that in the chart settings by selecting 'Exclude non-business hours. See How to set weekend days and office hours
What is the difference between these metrics?
Reaction time = time before the work was started
Cycle time = time from start to completion
Lead time = Reaction time + Cycle time
Timing metrics explained: Lead time vs Cycle time
How is the reaction time calculated?
Reaction time starts running when a task is moved into a state that is mapped to the "Not started" in the workflow mapping. The reaction time stops when the task is moved out from that state. If the task is never placed into a state that is mapped to the “Not started” workflow state, then the reaction time is zero.
What if tasks skip lists/columns, or there is no sequential workflow?
The timing information is based on how long items stay in the workflow states that are mapped to "In progress" in the workflow mapping. There is no need for sequential progress, and it is totally fine if tasks skip some of the workflow steps.
What if a task is moved from the “not started” state directly to “done” without going through any of the “in progress” states?
In that case, the cycle time will be zero.
How does the cycle time work if a task is moved into "in progress" and then back to "not started yet"? Similarly, what happens if a card is archived while it's in progress?
Cycle time is calculated only for completed tasks, so in both of those cases, cycle time would be undefined.
If a task is moved from "in progress" to "done", but then back to "in progress" again for additional work would this time be added to the cycle time?
Cycle time is counted only when the task is in progress, so the time spent in the "done" state is not included in the calculation.
When is a task created? Does the clock start when a task is created or when it is put in the "next" state (or equivalent)?
The clock starts when a task is moved to a workflow state that is mapped to the "not started" or "in progress" workflow state.
Are weekends included in the cycle time calculations?
Weekends are included in the calculations by default, but you can change that in the chart settings by selecting 'Exclude non-business hours. See How to set weekend days and office hours
By default yes, but you can specify your working hours and days in the Account Settings.
By default yes, but you can specify your working hours and days in the Account Settings.
Yes, there are a few different ways you can filter out outliers from the charts, including
Filtering by item name
Filtering by how long an item has been in progress
Setting a label and filtering out based on that label
You can learn more from this guide: How to remove outliers from data?
Yes, there are a few different ways you can filter out outliers from the charts, including
Filtering by item name
Filtering by how long an item has been in progress
Setting a label and filtering out based on that label
You can learn more from this guide: How to remove outliers from data?
Does this support my specific workflow or do I have to use some specific states like "open", "in progress" and "done"?
You are not limited to any specific set of states or a workflow. You can configure your own workflow, if such exists, and you can use that in your reporting. It's also ok if you don't have any workflow in your boards, as can create reports based on any other criteria by setting a filter.
You are not limited to any specific set of states or a workflow. You can configure your own workflow, if such exists, and you can use that in your reporting. It's also ok if you don't have any workflow in your boards, as can create reports based on any other criteria by setting a filter.
All data sources are synced automatically once per hour. Changing settings or configuration will trigger additional sync so your data is at most one hour old. You can sync data manually at any time in the sync settings.
All data sources are synced automatically once per hour. Changing settings or configuration will trigger additional sync so your data is at most one hour old. You can sync data manually at any time in the sync settings.
You can embed any custom chart or report to any web page using the embed code. Learn more about the sharing feature from the online guide.
You can embed any custom chart or report to any web page using the embed code. Learn more about the sharing feature from the online guide.
The Getting Started Guide contains Instructions for setting up Screenful.
See also our Accounts & Pricing FAQ.
Check out our how-to and video tutorials, or get in touch by emailing support@screenful.com
The Getting Started Guide contains Instructions for setting up Screenful.
See also our Accounts & Pricing FAQ.
Check out our how-to and video tutorials, or get in touch by emailing support@screenful.com
FAQ
Common questions
A data source is a Linear Team. The pricing is based on the number of teams you explicitly import to Screenful, not the total number of teams in Linear. One data source can contain any number of projects. You can compare plans on the pricing page.
You can import data sources from all the tools we support in the same Screenful account. Learn more about managing data sources.
A data source is a Linear Team. The pricing is based on the number of teams you explicitly import to Screenful, not the total number of teams in Linear. One data source can contain any number of projects. You can compare plans on the pricing page.
You can import data sources from all the tools we support in the same Screenful account. Learn more about managing data sources.
You can manage the subscription in the billing settings. The location of the billing settings depends on the product you are subscribed to. You can learn more by following the instructions in this guide.
You can manage the subscription in the billing settings. The location of the billing settings depends on the product you are subscribed to. You can learn more by following the instructions in this guide.
We do not make changes to your data. We only read it via the API of your tool. Screenful is only for reporting and analytics. It does not update any data within your tools.
We do not make changes to your data. We only read it via the API of your tool. Screenful is only for reporting and analytics. It does not update any data within your tools.
What is the difference between these metrics?
Reaction time = time before the work was started
Cycle time = time from start to completion
Lead time = Reaction time + Cycle time
Timing metrics explained: Lead time vs Cycle time
How is the reaction time calculated?
Reaction time starts running when a task is moved into a state that is mapped to the "Not started" in the workflow mapping. The reaction time stops when the task is moved out from that state. If the task is never placed into a state that is mapped to the “Not started” workflow state, then the reaction time is zero.
What if tasks skip lists/columns, or there is no sequential workflow?
The timing information is based on how long items stay in the workflow states that are mapped to "In progress" in the workflow mapping. There is no need for sequential progress, and it is totally fine if tasks skip some of the workflow steps.
What if a task is moved from the “not started” state directly to “done” without going through any of the “in progress” states?
In that case, the cycle time will be zero.
How does the cycle time work if a task is moved into "in progress" and then back to "not started yet"? Similarly, what happens if a card is archived while it's in progress?
Cycle time is calculated only for completed tasks, so in both of those cases, cycle time would be undefined.
If a task is moved from "in progress" to "done", but then back to "in progress" again for additional work would this time be added to the cycle time?
Cycle time is counted only when the task is in progress, so the time spent in the "done" state is not included in the calculation.
When is a task created? Does the clock start when a task is created or when it is put in the "next" state (or equivalent)?
The clock starts when a task is moved to a workflow state that is mapped to the "not started" or "in progress" workflow state.
Are weekends included in the cycle time calculations?
Weekends are included in the calculations by default, but you can change that in the chart settings by selecting 'Exclude non-business hours. See How to set weekend days and office hours
What is the difference between these metrics?
Reaction time = time before the work was started
Cycle time = time from start to completion
Lead time = Reaction time + Cycle time
Timing metrics explained: Lead time vs Cycle time
How is the reaction time calculated?
Reaction time starts running when a task is moved into a state that is mapped to the "Not started" in the workflow mapping. The reaction time stops when the task is moved out from that state. If the task is never placed into a state that is mapped to the “Not started” workflow state, then the reaction time is zero.
What if tasks skip lists/columns, or there is no sequential workflow?
The timing information is based on how long items stay in the workflow states that are mapped to "In progress" in the workflow mapping. There is no need for sequential progress, and it is totally fine if tasks skip some of the workflow steps.
What if a task is moved from the “not started” state directly to “done” without going through any of the “in progress” states?
In that case, the cycle time will be zero.
How does the cycle time work if a task is moved into "in progress" and then back to "not started yet"? Similarly, what happens if a card is archived while it's in progress?
Cycle time is calculated only for completed tasks, so in both of those cases, cycle time would be undefined.
If a task is moved from "in progress" to "done", but then back to "in progress" again for additional work would this time be added to the cycle time?
Cycle time is counted only when the task is in progress, so the time spent in the "done" state is not included in the calculation.
When is a task created? Does the clock start when a task is created or when it is put in the "next" state (or equivalent)?
The clock starts when a task is moved to a workflow state that is mapped to the "not started" or "in progress" workflow state.
Are weekends included in the cycle time calculations?
Weekends are included in the calculations by default, but you can change that in the chart settings by selecting 'Exclude non-business hours. See How to set weekend days and office hours
By default yes, but you can specify your working hours and days in the Account Settings.
By default yes, but you can specify your working hours and days in the Account Settings.
Yes, there are a few different ways you can filter out outliers from the charts, including
Filtering by item name
Filtering by how long an item has been in progress
Setting a label and filtering out based on that label
You can learn more from this guide: How to remove outliers from data?
Yes, there are a few different ways you can filter out outliers from the charts, including
Filtering by item name
Filtering by how long an item has been in progress
Setting a label and filtering out based on that label
You can learn more from this guide: How to remove outliers from data?
Does this support my specific workflow or do I have to use some specific states like "open", "in progress" and "done"?
You are not limited to any specific set of states or a workflow. You can configure your own workflow, if such exists, and you can use that in your reporting. It's also ok if you don't have any workflow in your boards, as can create reports based on any other criteria by setting a filter.
You are not limited to any specific set of states or a workflow. You can configure your own workflow, if such exists, and you can use that in your reporting. It's also ok if you don't have any workflow in your boards, as can create reports based on any other criteria by setting a filter.
All data sources are synced automatically once per hour. Changing settings or configuration will trigger additional sync so your data is at most one hour old. You can sync data manually at any time in the sync settings.
All data sources are synced automatically once per hour. Changing settings or configuration will trigger additional sync so your data is at most one hour old. You can sync data manually at any time in the sync settings.
You can embed any custom chart or report to any web page using the embed code. Learn more about the sharing feature from the online guide.
You can embed any custom chart or report to any web page using the embed code. Learn more about the sharing feature from the online guide.
The Getting Started Guide contains Instructions for setting up Screenful.
See also our Accounts & Pricing FAQ.
Check out our how-to and video tutorials, or get in touch by emailing support@screenful.com
The Getting Started Guide contains Instructions for setting up Screenful.
See also our Accounts & Pricing FAQ.
Check out our how-to and video tutorials, or get in touch by emailing support@screenful.com
Troubleshooting
While both the public and private channels are shown in the menu, you won’t receive the report to a private channel without explicitly adding the Screenful app to that channel. Learn how to enable sending to a private Slack channel.
There can also be restrictions on who can install apps to your Slack. Learn how to manage app approval in your Slack workspace.
Some browser plugins may interfere with the authorization process. If you see an empty page during the authorization or the list of channels is empty, you should try with another browser (or ask your colleague to do the Slack authorization).
While both the public and private channels are shown in the menu, you won’t receive the report to a private channel without explicitly adding the Screenful app to that channel. Learn how to enable sending to a private Slack channel.
There can also be restrictions on who can install apps to your Slack. Learn how to manage app approval in your Slack workspace.
Some browser plugins may interfere with the authorization process. If you see an empty page during the authorization or the list of channels is empty, you should try with another browser (or ask your colleague to do the Slack authorization).
Filter options are derived from task data, which means that if you recently added some properties, such as labels, but haven't yet assigned them to any tasks, they won't show up in the filter options. As soon as you assign them to tasks, they will show up in the filter options from then on.
Filter options are derived from task data, which means that if you recently added some properties, such as labels, but haven't yet assigned them to any tasks, they won't show up in the filter options. As soon as you assign them to tasks, they will show up in the filter options from then on.
If you or your colleague didn't receive the user invitation email, you can go to the user settings and click the Copy invitation link button to copy the link to the clipboard. After that, you can share the link via any channel (email, Slack, Teams, etc). You can learn more from the user invitation guide.
If you or your colleague didn't receive the user invitation email, you can go to the user settings and click the Copy invitation link button to copy the link to the clipboard. After that, you can share the link via any channel (email, Slack, Teams, etc). You can learn more from the user invitation guide.
Troubleshooting
While both the public and private channels are shown in the menu, you won’t receive the report to a private channel without explicitly adding the Screenful app to that channel. Learn how to enable sending to a private Slack channel.
There can also be restrictions on who can install apps to your Slack. Learn how to manage app approval in your Slack workspace.
Some browser plugins may interfere with the authorization process. If you see an empty page during the authorization or the list of channels is empty, you should try with another browser (or ask your colleague to do the Slack authorization).
While both the public and private channels are shown in the menu, you won’t receive the report to a private channel without explicitly adding the Screenful app to that channel. Learn how to enable sending to a private Slack channel.
There can also be restrictions on who can install apps to your Slack. Learn how to manage app approval in your Slack workspace.
Some browser plugins may interfere with the authorization process. If you see an empty page during the authorization or the list of channels is empty, you should try with another browser (or ask your colleague to do the Slack authorization).
Filter options are derived from task data, which means that if you recently added some properties, such as labels, but haven't yet assigned them to any tasks, they won't show up in the filter options. As soon as you assign them to tasks, they will show up in the filter options from then on.
Filter options are derived from task data, which means that if you recently added some properties, such as labels, but haven't yet assigned them to any tasks, they won't show up in the filter options. As soon as you assign them to tasks, they will show up in the filter options from then on.
If you or your colleague didn't receive the user invitation email, you can go to the user settings and click the Copy invitation link button to copy the link to the clipboard. After that, you can share the link via any channel (email, Slack, Teams, etc). You can learn more from the user invitation guide.
If you or your colleague didn't receive the user invitation email, you can go to the user settings and click the Copy invitation link button to copy the link to the clipboard. After that, you can share the link via any channel (email, Slack, Teams, etc). You can learn more from the user invitation guide.