Share Activeboards
- Juan Tomás Alonso Nieto (Deactivated)
Who can share Activeboards and with whom?
Use the Sharing icon at the top left of the screen to share your Activeboards with other users.
Activeboards can be shared in different ways:
Making the Activeboard shareable by checking the Make Activeboard visible option, then assigning the Activeboard to the required roles in the Administration area. This option only appears in edit mode and is available for the owner of the Activeboard and users with the User resources permission. Only users with the required permissions to access the Administration area (usually Admin users) can then assign the Activeboards to the required roles. Learn more in the section below.
Using the Share with roles option to share the Activeboard with other roles directly. This option only appears both in view and edit mode after checking the Make Activeboard visible setting and is available for users with the Activeboards (manage) or User resources permission. Learn more in the section below.
Additionally, in this menu you can export the current Activeboard by clicking the Export to PDF option. The file will download automatically and contains an easy-to-read snapshot of all the inputs and charts that make up your Activeboard at that time. This option appears both in view and edit modes.
Scope of access
Regardless of the method used, the Activeboard permission level (view or manage) specified for a given role will dictate the type of access that can be granted. For example, a role that only has Activeboards (view) can only be granted access to Activeboards in view mode. This is further explained in the sections below.
Learn more about how to manage roles and permissions in Devo in the Managing roles and Role permissions sections.
Share an Activeboard with a role from your own Activeboard
Share an Activeboard with a role from the Administration area
Make an Activeboard shareable
Click the icon and select the Make Activeboard visible option to make your Activeboard shareable. This means that you can now assign it to specific roles and enable their users to view or edit it. Remember that this option only appears if the Activeboard is in edit mode and is only available for the owner of the Activeboard and users with the User resources permission.
Assign an Activeboard to a role
To assign a shareable Activeboard to a role, a user with the required permission must go to Administration → Roles from the navigation pane, select the required role from the left panel and click the Activeboards tab. You will see your shareable Activeboards on the list, and you can grant view or manage-level access to the role.
In the following example, we are giving our Manage_Activeboards role manage-level access to the Business Monitoring Activeboard. Learn more about roles and how to manage them in Managing roles.
As in the other sharing method, keep in mind that roles with the Activeboards (view) permission can only be given view access to a shared Activeboard, and roles with the Activeboards (manage) or User resources permissions can be given view and manage access.
A warning message appears if you try to give manage-level access to a role that has only the Activeboards (view) permission or share an Activeboard with a role that does not have any of the 3 mentioned permissions.
How can both sharing methods be used together?
Let's say that an Admin user creates an Activeboard and wants to grant access to the users in a specific role with the Activeboards (manage) permission. Furthermore, the users with that role must be able to share it with other roles assigned to them.
To do this, first mark the Activeboard as shareable by checking the Make Activeboard visible option. Then, go to the Administration → Roles area and share it with the required role. Since this role has the Activeboards (manage) permission, the users will be able to click the Share with roles icon and share that Activeboard with other roles they are assigned, as long as they have the Activeboards (view), Activeboards (manage) or User resources permissions.
In this way, Admin users can hand responsibility for sharing their Activeboards to other roles in the domain.
How can I identify shared Activeboards?
Shared Activeboards and Activeboards marked as shareable are represented with an icon next to the creator name in the Activeboard manager (see picture below). If you hover over the icon, you will see a tooltip indicating so.
When you open one of these Activeboards, an icon appears next to the name, at the top right area (see picture below).