Permissions Required to Use Sintel BI

Read Access to site

Similar to out-of-the-box SharePoint, users must first be in the visitors group of a site before they can access it. Many customers simply add “Everyone except external users” into the Visitors group within a site.

Note: Whenever you add users or groups into SharePoint groups please ensure to uncheck the option to email the newly added users to avoid sending emails to everyone in your organisation!

Once a user is in the visitors group within a site they can open any Sintel BI dashboard that has been made public. If dashboards are not marked as public or they are shared with specific users or SharePoint groups then these dashboards will not be visible to a regular user.

As part of the initial process of configuring Sintel BI in a site, a number of configuration lists are created within the site. When these lists are created their permissions are automatically set and the content and permissions of these lists should not be modified by customers as doing so can break the application functionality. Refer to the article Lists used by Sintel BI for more information.

Sharing with External Users

Sintel BI dashboards can also be shared with external users (users from outside your organisation that you have invited). This option allows the users to interact with your site as a trusted user, they essentially act as if they were an internal user in your tenant. To do this involves a number of steps as per the following article:
https://learn.microsoft.com/en-us/microsoft-365/solutions/collaborate-in-site?view=o365-worldwide

Essentially the steps are:

1. Configure External Identities in Azure AD https://aad.portal.azure.com
2. Check the Microsoft 365 Group settings
3. Check SharePoint settings (SharePoint Admin Center->Policies->Sharing
4. Adjust site settings (SharePoint Admin Center->Sites->Active Sites->Policies)
5. If the site uses a group open the group in Outlook and add the email of the guest user
6. Users will receive an invite and click on the “Go to SharePoint” link, enter their email, they will receive an one-time passcode to verify their identity
7. Add the external users into the Visitors group for the site

Note: Generally the following group ReadOnlyAccessToTenantAdminSite has read access to the app catalog so you don’t need to manually grant every external user read access to your tenant app catalog. However, in our experience it may take some time for new users to be added to this group so you may need to manually add them into the visitors group of the app catalog site. If you want to be able to add them you must ensure the tenant app catalog site permits adding new guests via:

SharePoint Admin Center>Select your Tenant App Catalog site collection>Site Settings->More Sharing Settings “New and Existing Guests”.

Final thoughts

Adding your external users into the visitors group will grant them access to your site and any public dashboards or dashboards you have shared with the visitors group. If you would like them to participate in any workflow process that use Sintel Forms you should also ensure the have:

1. Contribute access to the main form list
   To create or edit forms (read access is sufficient to view forms)
2. Contribute access to the associated Chat list if this are used
   To be able to participate in conversations (read access is sufficient the view the chat history)
3. Contribute access to any linked lists if these are used
   To be able to create child items in the linked lists (read access is sufficient to view linked list items)