Viima is a very flexible tool and allows you to engage various stakeholders in ideation, together or separately. In order to achieve this flexibility, we've had to work hard to provide you with lots of control on how access to your Viima boards is controlled, while at the same time keeping things simple for you to administer, as well as obviously keeping everything secure.
As an administrator of your Viima board, you can freely define who can access Viima and how. Knowing how to choose the right settings for managing access control is a crucial part of making sure it's easy for your audience to use Viima, while still staying on top of privacy, and security concerns. We thus recommend you take the time to get these settings right before you start inviting people to Viima.
There are 3 factors that make up the access controls:
Access rights: Determines who is allowed to access your board
Login options: Determines which channels can be used to access your board
Permissions: Determines who is allowed to influence your board
P.S. To be able to complete the following steps, you’ll need to have an admin account for the desired Viima board. Please contact your Viima super user for access if you don’t already have an account.
Your board is usually private by default (unless certain board templates, such as "open innovation" are used) but can be made public by having the requirement for login removed. It’s recommended to always require users to log in on your board unless you wish for anyone on the internet to be able to access it, which might be desirable in use cases such as open innovation. When determining who to allow access to your board, you can currently choose out of 4 access rights settings the one that best fits your use case.
Another way to manage access to your board is by adjusting the login options. At the moment, we have 6 options of which 5 are SSO (single sign-on) options that define the services with which the users can log in to the board. We recommend that you use a single SSO option with proper security measures, such as 2-step verification and password rotation in place to maximize security while making things effortless for the end-user.
The permissions can be used to determine what exactly users can do on your board. Unlike login rights and options, this doesn’t affect who can access your board and view ideas.