Roles in Viva Insights

Certain roles need the correct level of access to specific product areas to perform their required tasks. The roles are distinct in their assigned responsibilities and access permissions.

Each role only gives access to actions, pages, reports, and data that correspond with that role. Roles are assigned independently, are non-cumulative, and don't roll up.

Inherited roles

Two Viva Insights roles can be automatically inherited through a user's Global Azure Active Directory roles:

  • Users with the Global Admin role automatically inherit Insights Administrator privileges.
  • Users with the Global Reader role automatically inherit Insights Business Leader privileges.

Role descriptions and access levels

Feature access

The following matrix shows which roles can access which features.

Feature Page Description Insights Administrator Insights Analyst Insights Business Leader People Manager1
Viva Insights app
Organization trends Depending on your role2, view group insights about your team or highlights about your company in Organization trends. X X
Viva Insights advanced insights app
Analysis Landing page for analysts. View recent queries, Power BI templates, and build custom queries. X
Query results View query results X
Organizational data Verify whether organizational data quality is high enough for analysis and upload custom organizational data files X X3
Privacy settings Manage privacy settings X
Manager settings Turn on/off group insights that appear in Organization trends; select eligible managers for group insights X

1. People Manager isn't technically a role that can be assigned. The Insights admin can enable them access to their Group insights through Manager settings within the advanced insights app.

2. People Managers can access group insights about their team. Insights Business Leaders can access insights about their company. People assigned both roles can access insights about their team and their company.

3. Insights Analysts can't upload custom organizational data files.

Functional tasks

The following table shows which roles can perform which tasks in Viva Insights.

Function Insights Administrator Insights Analyst Insights Business Leader People Manager
Configure privacy settings and manager settings X
Upload organizational data into the system X
Use the Organization trends page within the Viva Insights app X X
Use the full set of analyst tools X

Levels of responsibility

People who access data with Viva Insights should ideally have previous experience for their level of access. Preferably, they should have previously undergone security and privacy training in handling sensitive data. The following table shows access levels for each role.

Access level Administrator Analyst Insights Business Leader People Manager
View personally identifiable, individual-level organizational data (including email addresses and HR fields such as level and organization) X
View de-identified, individual-level data: Organizational data (HR fields, such as level or organization) and Microsoft 365 data (metrics about collaboration and relationships) X
View aggregated and de-identified Microsoft 365 data (metrics about collaboration time and relationships) X X X (team only)

Suggested personas

Consider the following personas when granting the different levels of access for Viva Insights.

Persona Administrator Analyst Insights Business Leader People Manager
Administrator X
Executive or business leader X X X
Analyst or data scientist X
Group or team manager X

Access to resources

In the Microsoft 365 admin center, you can assign access rights to users by assigning roles to them. For general information on accessing resources, and for information on the specific methods of role assignment in Azure AD, see Related topics.

Aspects of role assignment

How many assignees

The size of your organization and your requirements for managing organizational data determine the number of people to whom you assign specific roles for Viva Insights. The number of analysts should be as many as your organization requires to perform data analysis. Viva Insights imposes no limit on the number of role assignments.

Multiple roles for one person

You can assign multiple roles to one person. It's up to your organization to choose who is assigned which role or roles. For example:

  • One person can be both a Microsoft 365 admin and an Insights Administrator.
  • One person can be both an Insights Administrator and an Insights Analyst. However, it's a best practice to assign the admin and analyst roles to different people to prevent any misuse of or external linking of organizational data with collaboration metrics.

In the Azure portal, you can assign multiple roles to one account, but you can assign only one role at a time. In the Azure portal, add the first role, choose Select, return to the user list, and then select the same account again to choose the next role for that account. Note that role assignment is performed in the Azure portal and not in the Microsoft 365 or Office 365 dashboard.