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Sharing search information and tiles in the Classic UI
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.
There are five main methods of sharing information, each with its own purpose and function. The method you (or your admin) choose to share information will depend on how you want others to access and view the information, as well as what limitations you want to impose on their ability to modify the shared information.
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Saved Searches and Reports
- Use when sharing only a specific report with other users or teams for which you are a member.
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Tiles - Personal or Admin
- Use when you want to share multiple items contained within one tile.
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Live Tiles
- Use when you want to publish a report (list view) to other's dashboards.
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Tile Groups
- Use when you want to publish multiple tiles, including Live Tiles, to other's dashboards.
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Notifications
- Use when you want to share a saved search/report on a defined schedule, or when a trigger value is reached. See Managing search report notification settings in the Classic UI for more information.
The following sections provide detailed information about these various sharing methods.
Saved Searches and Reports
The different sharing mechanisms provide different benefits, so the sharing method you choose will be dependent on your specific needs.
| Options Button | Personal Shared Tile | Admin Shared Tile | ||
|---|---|---|---|---|
| Saved Searches and Reports can be shared with: | ||||
| Other users | Y | Y | N | |
| Teams you are a member of | Y | Y | Y | |
| Users by role | N | N | Y | |
| The other users will be able to: | ||||
| Create their own version using "save-as" | Y | Y | Y | |
| Modify the shared searches/reports visible on other's dashboards (tiles) | N/A | Y* | N | |
| Remove the search/report from their own dashboard (tiles) | N/A | Y | N | |
| Remove the search/report from other's dashboards (tiles) | N/A | Y | N | |
| Remove the search/report from their Shared Searches folder | N** | N/A | N/A | |
| Re-share the search/report with others | Y | Y | Y |
* Users will be warned that a shared search is being modified.
** To have the search removed from the Shared Searches folder the user that originally shared the search must un-share it.
Tiles - Personal and Admin
Users can share a Personal Shared Tile with other users, or teams for which they are a member. A Ideagen admin may share an Admin Shared Tile with teams, or users by their role. You can create a new tile by clicking the [Tile] button and giving it a name.
Tiles can contain many kinds of items:
- Saved searches and reports
- Shortcuts and templates to "Create New" items
- Bookmarks to existing objects
- Document library explorer shortcuts
- Tile groups
The two methods of sharing a tile enforce various levels of restrictions so the following differences should be considered when sharing a tile.
| Personal Shared Tile | Admin Shared Tile | ||
|---|---|---|---|
| Tiles can be shared with: | |||
| Other users | Y | N | |
| Teams you are a member of | Y | Y | |
| Users by role | N | Y | |
| The other users will be able to: | |||
| Hide the tile from their dashboard | Y | Y | |
| Hide the tile from other's dashboards | N | N | |
| Remove tile content from their dashboard | Y | N | |
| Remove tile content from other's dashboards | Y | N | |
| Add tile content to their dashboard | Y | N | |
| Add tile content to other's dashboards | Y | N | |
| Modify the shared searches/reports on their dashboard | Y* | N | |
| Modify the shared searches/reports on other's dashboards | Y* | N | |
| Modify the color and size of the tile for their dashboard | Y | N | |
| Modify the color and size of the tile for other's dashboards | Y | N | |
| Re-share the tile with others | Y | N | |
| Un-share the tile by removing their own name from the list of users | N** | N | |
| Un-share the tile for others by removing their names from the list of users | N** | N |
* Users will be warned that a shared search is being modified.
** Users with the Application Administrator role can remove themselves and others.
Live Tiles
Users can share Live Tiles with other users or teams for which they are a member. The behaviors below are the same, no matter how the Live Tile was shared, be it on a user's Home Tab or via a Tile Group.
| Live Tile | ||
|---|---|---|
| Live Tiles can be shared with: | ||
| Other users | Y | |
| Teams you are a member of | Y | |
| Users by role | N | |
| The other users will be able to: | ||
| Hide the tile from their dashboard | Y | |
| Hide the tile from other's dashboards | N | |
| Modify the color and size of the tile for their dashboard | Y | |
| Modify the color and size of the tile for other's dashboards | Y | |
| Modify the search/report parameters for themselves | Y* | |
| Modify the search/report parameters for others | N | |
| Re-share the Live tile with others | Y | |
| Un-share the tile by removing their own name from the list of users | N** | |
| Un-share the tile for others by removing their names from the list of users | N** |
* By using "save-as" users can create their own version of the saved search/report.
** Users with the Application Administrator role can remove themselves and others.
Tile Groups
Users can share Tile Groups with other users or teams. Tile Groups are shared by placing them on a shared tile, either Personal or Admin.
Sharing a Tile Group with a user or team does not automatically gain them access to the content of the tile group. Each individual item must be shared with the desired users and/or teams. This allows, for example, a manager to create and share a Tile Group with his teams but only allows certain members to see specific items.
| Personal Shared Tile | Admin Shared Tile | ||
|---|---|---|---|
| Tile Groups can be shared with: | |||
| Other users | Y | N | |
| Teams you are a member of | Y | Y | |
| Users by role | N | Y | |
| The other users will be able to: | |||
| Remove the tile group from shared tile | N | N | |
| Remove content from their view of tile group | Y | Y | |
| Remove content from others view of tile group | N | N | |
| Add content to their view of tile group | Y | Y | |
| Add content to others view of tile group | Y* | Y** | |
| Re-share with others the tile that contains the tile group | Y | N | |
| Re-share the tile group content with others | Y | Y |
* Newly shared content on a Tile Group must be shared individually with desired users and teams. The other user must also have the tile group shared with them via a personal shared tile.
** Newly shared content on a Tile Group must be shared individually with desired users and teams. The other user must also have the tile group shared with them via an admin shared tile.