Private and shared lookups
When you create lookups, only you and users with the User Resources permission can see them in the the Lookup management area, classified as private. To make them available for other users, you need to share them.
Once shared for the first time, lookups will be classified as "shared” in the Lookup management area, indicating that at least one role has been granted a certain access level to them.
The sharing process can be reversed by removing all assigned roles, making lookups private again.
Who can share lookups and with whom?
Whether you are the owner of the lookup, a user who has been granted edit access to it, or a user with User Resources permission, you can share lookups with other roles.
Unless you have the User resources permission, the roles with which you can share an lookup 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: | Type of lookup | Scope of access | |||
|---|---|---|---|---|---|---|
Roles... | ...with permissions | Upload | Query | View | Edit | |
Lookups (View) | - | - | - | - | - | |
Lookups (Manage) | Roles assigned to yourself | Lookups (View) | ✓ | ✓ |
| |
Query lookups (View) | - | - | - | - | - | |
Query lookups (Manage) | Roles assigned to yourself | Lookups (View) | ✓ |
| ✓ |
|
User resources | All roles in the domain | Lookups (View) | ✓ |
| ✓ |
|
User resources permission
With this permission, you can see and manage all lookups 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 Lookups permissions does not forcibly grant you Edit access when an lookup 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 lookup to determine your level of involvement.
How can you share lookups?
There are two different methods to share lookups 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 lookups from the Administration area, and users with the roles receiving such access can further share it from the Lookup management area.
In this way, admins can hand responsibility for sharing lookups to other roles in the domain who are more aware of specific operational needs.
From the Lookup management area
In this area, you can share lookups by clicking on the ellipsis menu at the end of the lookup row and selecting the Share option. This option is available as long as you are the creator of the Activeboard, were granted edit access, or have the User Resources permission.
From the Roles management area
If you have the required permissions (see Managing roles), you can access this area and edit a role to assign it lookups in the Lookups tab. There are some particularities to consider:
Unless the target role has the User resources permission, this tab only displays lookups that have been shared (see section above).
This tab will be enabled only if the target role has at least the Lookups (View) permission. Even though you see both types of lookups in this tab, query lookups will be grayed out if the target role does not have at least the Query lookups (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.