How to grant and manage Aggregation Group viewer access

How to grant and manage Aggregation Group viewer access

You may want to grant individual users permission to view one or more of your organisation's Aggregation Groups. This allows you to control which Aggregation Groups people can access, without giving them access to all Aggregation Groups associated with your organisation.

Understanding Aggregation Group access

There are two ways to access Aggregation Groups:
1. Member Admin access

A Member Admin can access all Aggregation Groups created by Member Admins within their organisation. This includes viewing the data shared to those Aggregation Groups.

2. Individual Aggregation Group viewer access

Viewer access can be granted to individual users on an Aggregation Group-by-Aggregation Group basis. This means you can choose exactly which Aggregation Groups a user can view, rather than giving them access to all Aggregation Groups associated with your organisation.

This is particularly useful when:

  • Different colleagues work on separate projects and should not be able to view each other's data.

  • You work with external contractors who need to analyse data shared to specific Aggregation Groups, but should not have access to other groups within your organisation.

Currently, Aggregation Group viewer access is managed through the API documentation. We hope to make this functionality available directly in the Cool Farm Platform in the future.

1. Before you start

Before granting viewer access, make sure you have the following:

  • Member Admin permissions. You must be a Member Admin to manage Aggregation Group viewers. If you don't already have this permission, please contact support@coolfarm.org. Approval from your organisation's Main Contact will be required.

  • The Aggregation Group ID. You will need the ID of the Aggregation Group you want to grant access to.

How to find your Aggregation Group ID

  1. Open the Aggregation Groups tab in the Cool Farm Platform.

  2. Find the Aggregation Group you want to share access to.

  3. Copy its ID.


2. Grant a user viewer access

Once you have the Aggregation Group ID, you can grant an individual user access to view that group.

Step 1: Open the API documentation

  1. Open the Cool Farm Platform API documentation.

  2. Find the POST/aggregation-group/{aggregationGroupId}/viewers endpoint.

  3. Expand the endpoint and click Try it out.

Step 2: Enter the required information

  1. Enter the Aggregation Group ID in the relevant field.

  2. In the Request Body, replace the example email address with the email address of the user you want to grant access to.

Important: Make sure you keep the existing format of the Request Body, including the square brackets, quotation marks and any other punctuation. Only replace the example email address.

Before:


After:

Step 3: Grant access

  1. Click Execute.

  2. Scroll down to the Response Body section.

  3. Check the response to confirm that the request was successful.

The user should now be able to view the relevant Aggregation Group and export assessment results shared to it. They may need to log out of the Cool Farm Platform and log back in for the access change to take effect.

3. See who has viewer access to an Aggregation Group

You can check which users currently have viewer access to a particular Aggregation Group. This is also useful if you want to remove someone's access, as you will need their User ID.

Step 1: Retrieve the list of viewers

  1. Open the Cool Farm Platform API documentation.

  2. Find the GET/aggregation-group/{aggregationGroupId}/viewers endpoint.

  3. Expand the endpoint and click Try it out.

  4. Enter the Aggregation Group ID.

  5. Click Execute.

[Insert screenshot showing the endpoint and where to enter the Aggregation Group ID.]

Step 2: Check the response

Scroll down to the Response Body to see the users who have viewer access to that Aggregation Group.

If you want to remove a user's access, make a note of their User ID from this response. You will need it in the next section.

[Insert screenshot highlighting the User ID in the response.]

4. Remove a user's viewer access

If a user no longer needs access to an Aggregation Group, you can remove them as a viewer.

Step 1: Open the relevant endpoint

  1. Open the Cool Farm Platform API documentation.

  2. Find the DELETE /aggregation-group/{aggregationGroupId}/viewers/{userId} endpoint.

  3. Expand the endpoint and click Try it out.

Step 2: Enter the required IDs

You will need to enter two values:

  • Aggregation Group ID: The ID of the Aggregation Group you want to remove the user's access to.

  • User ID: The ID of the user whose access you want to remove.

If you don't know the user's ID, follow the instructions in Section 3 to retrieve it.

[Insert screenshot showing where to enter the Aggregation Group ID and User ID.]

Step 3: Remove access

  1. Click Execute.

  2. Scroll down to the Response Body.

  3. Check the response to confirm that the request was successful.

The user will no longer have viewer access to that Aggregation Group. If they have viewer access to other Aggregation Groups, that access will not be affected.

Need help?

If you have any questions about managing Aggregation Group viewer access, please contact the Cool Farm Support team at support@coolfarm.org.