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Share an object with other users

After you've created a few properties and boards, you can share them with other users. You can share an object with another user or an entire role, according to your role definition.

How sharing works

When you first create an property or board, only you and your admin can see it. Other users cannot view your object until you share it with them or with your role.

For example, User A and User B are on the product marketing team. Users A and B are both members of the same Interana role, called "product marketing". User A creates an object. User B does not see User A's object until User A shares it either with User B or with the product marketing role.

Note that admins can see all objects, even ones that you haven't shared to anyone.

Share a board or user-created object

You can share a board, property, flow, or measure that you have created. You can also share an object that another user has created, up to the limit of your permission on that object. That is, if you have write access to an object, you can grant read or write access. But if you only have read access, you can only grant read access.

You can also remove access that's been granted to an object, up to the limit of your permission on that object. This way, you can correct a mistake you made in sharing the object.

You can share with an individual user or with every user in a role. The roles you can share with are determined by your Interana role definition. To learn about roles and capabilities in Interana, see Manage users and roles with RBAC.

Copying a property or board's URL and sending it to your recipient, instead of using the share button as described here, might not allow your recipient to view your results.

To share a board:

  1. In the Interana UI, navigate to the board you want to share.
  2. Click the Share Board icon.
    share_board.png
  3. Click the plus sign to add a new row to the share list.
  4. Click the three dots to view a list of users and roles available for you to share with. Scroll down to see the roles.
  5. Select a user or role to share with.
  6. Select read or write access. 
    edit_board_access.png
  7. Click Save. Your board is now visible to the user or users you shared it with.

To share an actor property, flow, or measure:

  1. Using the left menu, navigate to the object you want to share.
    For example, to share an actor property, click Actor and then in the list click the name of the property.
  2. In the left panel, click Share.
    share_tab.png
  3. Click the three dots to select a role or individual user to share with.
  4. Select read or full write access.
  5. Click Save. Your object is now visible to the user or users you shared it with.

How access to an object is inherited

If a user is granted permission for an object (a property or board), they get explicit permission for that object, and they automatically get implicit permission for all dependents of that object, within the limits of their dataset access.

For example, say you are granted access to a board made up of several charts. You are granted explicit permission to view the board, and implicit permission to view the charts, queries, and other objects that are used in the board.

To the consumer of a board or property, implicit and explicit permissions look the same — you can view any object that you have either implicit or explicit permission to view. But when you inspect an object in the Interana UI, you see only the users and roles with explicit permissions to view the object. The UI does not tell you who has implicit permissions on an object.

For security reasons, when you share a query from Explore or an app using the URL (in contrast to the Share button that you can use for an property or board), the user does not automatically get permissions to the query. The user must have access to the underlying dataset or table.

For example, you can share a query with User B by running a query, copying the URL, and sending User B the URL through an external messaging service. For User B to view the results of the query, she needs to have access to all the data in the query.

About adding and removing objects on boards

Access is inherited to objects that are created privately and then pinned to shared boards, too. For example, say you create a query but don't explicitly grant User B access to the query. Then you pin your query to a board that has already been shared with User B. Once you pin the query to the board, User B can view the query.

If you remove an object from a parent board, the implicit permissions on that dependent object are removed. Users with implicit permission to view that dependent object can no longer view it.

Understand inherited permissions on an object

When you're working with an object such as a board, actor, action, flow, or property, you can see who has explicit access to it.

From the Explore tab, click the name of the object you wish to inspect. The third column from the left tells you who created the object and who can view it.

who_can_view_object.png
 

To inspect the permissions on an actor property:

  1. On the left hand menu, click Actors.
  2. In the list of actors, find your actor and click its row. For example, start day.
  3. In the left panel, click the Share tab.
  4. A list displays of the users and roles with explicit permission to read or write to this actor. You can view or modify permissions on this panel.

share_tab.png

About naming objects

One user cannot create two objects with the same name, but two users can give their objects the same name.

For example, User A can create a board called "Weekly Report" and so can User B. If User A shares her Weekly Report with User B, User B will have access to two boards called "Weekly Report".

User B can distinguish between the two reports by navigating to the object and inspecting the Owner column.

Share a query from Explore or an app

Interana also lets you copy a URL that allows another user to re-run that specific query. You can share the URL via email, or using communication platforms. You can also bookmark the query, to save your query definition and re-run the query again at a later time. 

The user with which you want to share a query must have an account on your Interana instance, as well as permission to view all of the properties used in your query. To ensure that sharing is successful, pin your query to a board and follow the steps in Share a board or user-created object.

To share a query without pinning it to a board, do the following: 

  1. From Explore or an app, click Share in the top right corner of the window.
  2. From the URL dialog, click Copy. The URL is copied to the clipboard.
  3. Share this URL with your recipient by pasting it into an email or other communication channel. 

The query from a shared URL reflects data from when query was originally run. To view updated data, your recipient can click Go to re-run the query.

Troubleshoot sharing issues

The following table helps you troubleshoot sharing issues.

Problem Diagnosis
I can't see someone else's object. I get an error that the property does not exist, or a similar message.

Ask them to share the object with you or with your role.

I see a blank panel on a shared board. The panel might contain data from a dataset that you do not have access to.
My object doesn't look right. Check the owner column in the explorer table. Is it yours, or is it someone else's with the same name?
I can't share an object. Verify that your role can share with the role you want to share to. Your Interana admin can check this in the definition for your role. See Manage users and roles with RBAC.

What's Next

After you create and share properties, you might want to tidy up the Interana workspace. Learn how in the following topics:

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