User restrictions determine what users are allowed to do on your board. These settings can be changed whenever you like.
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.
How to get there
If you already know your board name, the easiest way to manage user restrictions is through the following URL:
https://app.viima.com/admin/organization-name/board-name/#settings/access
If you do this, proceed directly to Step 3. Otherwise, start from Step 1.
Step 1:
On your Viima admin account, go to "Settings" in the admin portal of your board.
Step 2:
Go to the "Access rights" sub-section.
Step 3:
Collapse the "Permissions" panel.
Step 4:
From here, you can manage user restrictions.
What to change
Now you should have the view from Step 4 open.
There are currently 3 adjustable user rights, along with a setting to enable or disable anonymous suggestions. The adjustable user rights can each be set to one of three options:
All: Everyone that has access to the board
Users logged in: Only those who have logged in on an account that is permitted in the login options
Admin: Only those who have the admin status
The way you set these depends on how much freedom you wish to give those who access your board. Depending on the nature of your board and the number of participants, this can vary a lot but usually, but it's always recommended to keep all of these as "Users logged in".
There are cases, such as idea challenges where you would like to first only gather ideas, then refine them and ultimately vote on them. In this case, you would limit these rights to "Admin" for the features you wish to block from regular users for each phase of the campaign.
Who can like?
This option determines who can give likes to ideas on your board. Each user has a certain number of likes that reset at defined intervals. If you wish to let everyone give likes to ideas, choose “All.” If you wish to let only those who have logged in give likes, choose “Users logged in.” If you wish to let only admins give likes, choose “admin”
The recommended setting is “Users logged in” as this lets just about every willing individual participate, but you can trace everyone that has visited your board.
Who can add ideas?
This option determines who can suggest or “add” new ideas to your board. If you wish to let everyone add ideas, choose “All.” If you wish to let only those who have logged in add ideas, choose “Users logged in.” If you wish to let only admins add ideas, choose “admin.”
The recommended setting is “Users logged in” as this lets just about every willing individual share their ideas.
Allowing suggesting anonymous
This checkbox is for choosing whether people can add new ideas anonymously even though they have to be logged in to access the board. If the features are enabled, each user has the option to choose whether their idea should be shown as being created by an anonymous user to other users.
It's usually best to enable this setting only under special circumstances as it can in the worst case lead to a toxic culture boiling up, or even abuse. Reasonable cases are situations where feedback is collected regarding specific people or if the culture is already toxic, in which case you might have a hard time getting honest feedback without the ability to be shown as anonymous.
PS. Please note that admin users are still able to see who originally submitted the idea in order to ask further questions or reward the author of the idea.
Who can comment?
This option determines who can comment on ideas or reply to other comments on your board. If you wish to let everyone comment, choose “All.” If you wish to let only those who have logged in to comment, choose “Users logged in.” If you wish to let only admins comment, choose “admin.”
The recommended setting is “Users logged in” as this lets just about every willing individual contribute to shaping ideas through comments.
Don't forget to save your changes!
Green "Save" buttons can be found on all pages where changes can be made. Clicking this activates those changes.