Shared and unshared Activeboards
When you create Activeboards, only you and users with the User Resources permission can see them in the Activeboards area. To make them available for other users, you need to share them.
Once they are either marked as shareable or actually shared, an icon appears next to the Activeboard’s name, both at the top bar when open and in the Activeboard manager.
The sharing process can be reversed by removing all assigned roles and making them non-shareable.
Who can share Activeboards and with whom?
Whether you are the owner of the Activeboard, a user who has been granted edit access to it, or a user with User Resources permission, you can share Activeboards with other roles.
Unless you have the User resources permission, the roles with which you can share an Activeboard are limited to those that are also assigned to yourself, and the acope of access you can grant them is defined by their permissions (see table below for the details).
If you have these permissions | You can share with: | Scope of access | ||
|---|---|---|---|---|
Roles... | ...with permissions | View | Edit | |
Activeboards (View) | - | - | - | - |
Activeboards (Manage) | Roles assigned to yourself | Activeboards (View) | ✓ | ✓ |
User resources | All roles in the domain | Activeboards (View) | ✓ |
|
User resources permission
With this permission, you can see and manage all Activeboards in the domain without previously getting them shared. This default access cannot be revoked or modified during the sharing process.
Scope of access
Having a role with the manage version of the Activeboards permissions does not forcibly grant you Edit access when an Activeboard is shared with you. It simply means that you have the potential to receive such access, but it's up to the user sharing the Activeboard to determine your level of involvement.
Making an Activeboard shareable
You need to make an Activeboard shareable first by clicking the ellipsis menu at the top left and selecting the Make Activeboard visible option. Enabling this option makes the Activeboard in question eligible to assign both in the Administration → Roles Management area and the Share with roles menu (see section below).
This option appears only with the Edit mode activated, and only for the owner, users who were granted edit access, or users with the User resources permissions.
Sharing Activeboards
There are two different methods to share Activeboards and they are compatible and complementary. This means you can use one or the other at will and still get the same result, which is visible in both interfaces.
How can both sharing methods be used together?
One example is that an admin can grant manage access to Activeboards from the Administration area, and users with the roles receiving such access can further share it from the Activeboards area.
In this way, admins can hand responsibility for sharing Activeboards to other roles in the domain who are more aware of specific operational needs.
Sharing from the Activeboards area
In this area, you can share Activeboards by clicking on the ellipsis menu at the top left and selecting the Share with roles option. This option is enabled after activating the Make Activeboard visible option explained above, and is available as long as you are the creator of the Activeboard, were granted edit access, or have the User Resources permission.
Share from the Administration area
If you have the required permissions (see Managing roles), you can access this area and edit a role to assign it Activeboards in the Activeboards tab. There are some particularities to consider:
Unless the target role has the User resources permission, this tab only displays Activeboards that have been shared or made shareable in the domain (see related section above).
This tab will be enabled only if the target role has at least the Activeboard (view) permission.
The sharing possibilities explained in the table above also apply to this method.
Check the Assign resources to a role article to know more about the whole process.
