Sharing your work in Insights—like dashboards and workbooks—is an easy way to collaborate with teammates and get the most out of your data. This article explains how to share content, set access roles, and use folder-level sharing. For tips on organizing folders and inheriting permissions, check out Organizing Content in Insights: Folder Structures and Permission Management.
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.
Additive Permissions: Documents and nested folders inherit the permissions of their parent folder but can be assigned more permissive roles.
Folder Visibility: If a folder contains content a user has access to—even if they do not have access to the folder itself—they will still see the folder but can only access the permitted content.
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 or change user's access roles within the group folder.
For details on how to organize your content and understand how permissions are inherited in nested folders of the group folder, visit Organizing Content in Insights: Folder Structures and Permission Management.
Steps to Add Content to Your Organization's Shared Folder
Select your organizations's group folder in the Hub.
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.
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! 🎉