Managing Public and Private Views
Toolio introduces enhanced view permission management to help you better organize and control access to saved views. As your organization grows, so does the number of saved views. Without structured control, the view list can become unmanageable. This guide walks you through the four types of view permissions, how roles affect access, and how admins can manage views more effectively.
⚠️ Public and Private Views are only available in Merchandise Plan at the moment. We'll roll it out to Assortment Plan and Allocation Plan in Q3 2025.
View Types & Icons
Toolio now supports four types of views:
View Type | Description | Icon |
Private | Only the creator and admins can see it. | Personal |
Public Non-Restricted | Visible and editable by everyone in the organization. | Globe |
Public Restricted | Visible by everyone, but only editable by admins or the original creator. | Globe with Lock |
Toolio Restricted | Locked views, managed only by Toolio, not editable via UI. | Toolio |
🔎 Icons appear on views to help distinguish their permission level at a glance.
Role-Based Permissions
View access and editing rights are determined by your user role
⚠️ Creators of public restricted views can edit their own views, even if they are not admins.
Save As Logic Based on Role:
Admins/Toolio Users: Can save views with any permission level.
Editors/Readers: Can only save as private or public non-restricted.
If trying to Save As a restricted or Toolio view, it will be saved as private, and a message will appear explaining the fallback.
Changing View Permissions
To change view permissions:
Navigate to View Options → Change Permission
Based on your role:
Admins and Toolio users will see all permission levels.
Editors and Readers will only see options for private and public non-restricted.
Select the desired permission from the dropdown.
Admin Settings Page (Permissions Management)
Admins and Toolio users can bulk manage views from the Settings > Module Settings > Merchandise Plan > View Permissions section.
Features:
Search & Filter: Your typical filtering function, use it on view names, permissions or the creator columns
Group by: Organize by any column
Sort: Sort by any column ascending or descending
Mass Delete: Select multiple views from checkboxes and right click to delete.
Bulk Edit Permissions: Copy/paste or drag-and-drop permission values in grid.
Limitations:
You cannot delete or edit Toolio Restricted views — these are locked.
Best Practices
Start all new views as private, then promote to public as needed to control visibility.
Use restricted views for dashboards or reports that shouldn't be modified and used by a broader audience.
Regularly review and clean up unused views from the admin settings page.