Who is this article for?

Ideagen EHSQ (Formerly the DevonWay platform) Users

No elevated permissions are required.

Empowering users to easily share information is one of the platform's most powerful features. All users can share information in a variety of manners.

Access controls are always enforced
As with any area of the system, access to system applications, assignments, tasks, and reports are determined by a user’s assigned Roles and Reporting Authorities.

A Role is a built-in mechanism for segmenting data. So, a URL link will not display information if the viewer does not have permission or is not properly logged into the system.

When the Share button is clicked, users will be presented with several options. Links can be copied to the clipboard for easy use in documents, chats, emails, or to open a new web tab. The available options depend on what is being shared:

Types of information that can be shared

• Records associated to a specific application object such as a condition report, an audit report, an observation, a work order, etc.
• Saved search reports
• Miramar visualizations like BI reports, custom reports (SSRS), list view, table view, etc.
• Dashboards
• Components
• External URLs
• Shortcuts to web pages outside of the platform.

SSRS / Jasper Reports cannot be saved directly by users to a dashboard. However, administrators can create components that include links to these reports, similar to how external URLs are handled. 

Methods to share information

There are eight primary methods available for sharing information, each designed with a specific purpose and function in mind. The method selected will be influenced by the desired level of accessibility, the nature of the information, and the degree of control required over how the information is utilized by others.

• Copy Link - A hyper link with the same name of the item being shared will be copied to the user's clipboard.
• Email Link - The link will include an email that is automatically created.
• Copy Title - The text of the title is coped, i.e., "CR 2023-0123: Oil spill in maintenance area".
• Share Search (only available on Reports) - The user will be presented with a window where they can search for and select other users with whom the report will be shared.

Copy Link

• In the Report Management screen, whenever the Copy Link button is clicked a link will be copied the user's clipboard, making it available to be pasted into programs that accept hyperlinks.
• The hyper link will have the same name as the item being copied.
  

Share By URL

• In the Dashboard management screen, after selecting the Share by URL icon, the user is presented with two options.
• Selecting either option will copy the information to your clipboard, making it available to be pasted elsewhere.
  

• Rich Text: A hyper link with the same name of the dashboard
• URL: The full URL, i.e., https://www.company.com/12345678

Browser Address Bar URL Copy

• Users can simply select the full contents of the address bar, copy it, and paste it elsewhere.
  
  
   
• Clicking the star icon in the address bar will create a browser shortcut that can be used for one click access to the object, report, or dashboard.

Dashboards

• Users can share reports, components, and the contents within components by sharing dashboards.
• Users cannot share dashboards that are in their "Dashboards Shared with Me" folder.
• To share one of these dashboards the user must first duplicate the dashboard, which creates a copy in their "My Dashboard" folder.
• By default, dashboards that are shared with others will be updated if the original owner makes a change.
• The recipient of the shared dashboard should consider if this is the desired behavior.
• If the recipient would rather have their own version of the dashboard, they can create a copy by duplicating the shared dashboard.

Admins can set default home dashboards
An Area Administrator can request that a dashboard be set as a default home dashboard, but users can override this and set any dashboard as their home dashboard.

Components

• Components, by themselves, cannot be shared. They can, however, be added to dashboards that are then shared.
• Components are available to all users in the Dashboard management screen though, allowing users to add them to their personal dashboards.

Toolbar Buttons

• Records (objects), reports, external URLs, dashboards, and Create New buttons can be shared to all users with Toolbar Buttons.
• Note: Toolbar buttons are always visible to all users unless their roles do not allow them access.
• In the example below, the Toolbar button is called "Shortcuts", and it contains a Create New entry, a report, and an external URL.
  
  

Notifications

• Notifications, available to all users when viewing saved reports, are a wonderful way to share information on a defined schedule, or when a trigger value is reached. See Managing Notifications for detailed instructions on notifications.

Sharing Methods

The matrix below shows which types of information can be shared using each method of sharing. Note: You may need to scroll the table horizontally to see all methods.