Sharing your work within Insights is essential for collaboration and maximizing the value of your data. This guide will help you understand how to share your dashboards and workbooks with other users, manage access permissions, and utilize advanced sharing features effectively.
Access Roles 🔑
Access roles determine what permissions users or groups have when interacting with your shared content. Understanding and correctly assigning these roles is important for effective collaboration.
Base Level Permissions
Folder-Level Roles: The access role assigned to a folder sets the base level permissions for all content within that folder. All documents inherit this base role unless a more permissive role is explicitly assigned.
Assigning Access Roles
To assign a role when sharing content:
Open the Share Modal:
Click Share on a document or folder.
Enter Users/Groups:
Type in the names or email addresses of the users you want to share with.
Choose a Role:
Viewer: Can view the content but cannot make changes.
Editor: Can view and edit the content.
Manager: Has full control, including managing permissions for others.
Save Settings:
Click Share to apply the roles.
Sharing from a Document 📄
To share a specific document (workbook or dashboard):
Navigate to the Document:
Open the workbook or dashboard you wish to share.
Click the Share Button:
Locate the Share button in the top right corner of the page, to the left of your user profile icon.
Configure Sharing Options:
In the Share modal, enter the email addresses or group names of the users you want to share the document with.
Assign an appropriate Access Role (viewer, editor, or manager).
Save Your Settings:
Click Share to apply the sharing settings.
Sharing from a Folder 📁
To share multiple documents at once by sharing their containing folder:
Navigate to the My documents page:
Go to the My documents page and locate the folder containing your content.
Access the Folder’s Options:
Click the three-dot menu (⋮) on the right side of the folder name.
Select "Share...":
From the dropdown menu, choose Share... to open the sharing settings for the folder.
Configure Sharing Settings:
Enter the email addresses or group names you wish to share the folder with.
Assign the appropriate Access Role.
Save Your Settings:
Click Share to apply the sharing settings to the folder and all its contents.
Admins Only: Managing Content Access by Folders 🗂️
Note: This section is exclusively for Admins of your organization. Only Admins have the permissions to manage the organization's group folder located in the Hub.
Steps to Add Content to Your Organization's Shared Folder
Select your organizations's group folder within the Shared drive:
Organize your documents into relevant folders to facilitate better access control.
Set Folder Permissions:
Assign access roles to the folder as described in the Access Roles section. This sets the base permissions for all content within the folder.
Add Content to your organization's group folder:
Move or save documents into your organization's group folder
Important: When moving a document into your organization's group folder, the document's ownership may change to the new folder's content manager.
Sharing Content Externally 🌐
Insights supports robust external sharing functionality, allowing you and your organization to securely share data with external partners or clients.
For more information on external sharing, visit our Sharing Content Externally in Insights: Schedules & Alerts.
Need Assistance? 🤝
If you have any questions or need further assistance with sharing your content in Insights, our Advisory team is here to help! Simply use the chat feature within the platform to reach out to us directly. We're committed to supporting you every step of the way.
By effectively utilizing content sharing features in Insights, you can enhance collaboration, ensure data security, and maximize the impact of your dashboards and workbooks. Happy sharing! 🎉