A Reference Guide to Sharing Data on Enterprise Data Platform

 

An Asset’s Owner, Viewers, and Collaborators

An asset on a Data & Insights EDP domain may have four types of users that can discover that asset:

• The asset’s Owner
• Viewer(s) added to the asset
• Collaborator(s) added to the asset
• Team(s) added to the asset, or ownership transferred to

A private asset starts out with only

1	0	0	0
Owner	Viewers	Collaborators	Teams

 

Sharing View Access to the Asset

To share private data, simply add Viewers via the "Manage Viewers" menu. A viewer can be a single individual user or a Team. When you add users or teams as Viewers, you are increasing the number of users that can discover and access the asset (n).

1	0 + n	0	0 + n
Owner	Viewers	Collaborators	Teams

 

Sharing Edit Access to the Asset

An asset may be edited by Collaborators. User(s) and Team(s) may be added as Collaborators via the "Manage Collaborators" menu.

1	0	0 + n	0 + n
Owner	Viewers	Collaborators	Teams

 

Sharing Internally

When you set Manage Viewers to Internal, you are increasing the number of users that can discover and view the asset to the number of roled users on the site (excluding Guests); in other words, everyone with a role, other than the Guest role, on your internal site. (Users with the Guest role are not able to see Internal assets unless specifically added as an individual to a given asset.)

1	­n = all users except Guests on the site	0	0
Owner	Viewers	Collaborators	Teams

 

Sharing Publicly

When you set Manage Viewers to Public, and the asset is approved, the number of viewers becomes infinite, as the asset is now open data.

1	­n = ∞	0	0
Owner	Viewers	Collaborators	Teams

 

What can Viewers and Collaborators do?

There are a handful of actions that are inherent, or inalienable, to each internal, roled user’s set of rights. To highlight the most common and important inherent rights, if you can see it, you can:

• Create a view
• Create a visualization
• Create an alert
• Watch the dataset and get notifications
• Query the API
• Export the data

Note that Guests are limited in their ability to publish views and visualization of data that they can access. For more on the Guest role, see this article.

What if a user has a custom Role?

Custom roles control domain-level rights, which differ from asset by asset level rights.

At the domain level, you can grant a user sets of rights that impact what assets they see. These granted rights include: 

• "View all assets..."
  • If a user has a role with this right, you can think of them as simply already being added as a "Viewer" on every asset. Admins have this right, and others may be granted this right as well. 
• "Edit all assets..."
  • If a user has a role with this right, you can think of them as simply already being added as a "Collaborator" on every asset. Admins have this right, and others may be granted this right as well. 

Other domain-level granted rights include the ability to create new assets:

• Create datasets
• Create stories
• Create measures
• Create Data Lens

 

Scenarios

Below are steps to take to accomplish a few common data-sharing scenarios. 

I have a Private asset. I want to share it with 3 users but keep edit rights to myself.

1. Manage Viewers
2. Add each user as a Viewer
3. Save

 

I have a Private asset. I want 2 colleagues to review and edit the asset.

1. Manage Collaborators
2. Add each colleague as a Collaborator
3. Save

 

I have a Private asset. I want 2 colleagues to review and edit the asset. I also want 1 team to see it and use it.

1. Manage Collaborators
2. Add the 2 colleagues as Collaborators
3. Save
4. Manage Viewers
5. Add the team as a Viewer
6. Save

 

I have a Private asset with a few collaborators. I want everyone on the site to be able to see it.

1. Manage Viewers
2. Set to Internal
3. Save

 

I have an Internal asset. I want everyone to be able to create visualizations with it.

1. No action is required. All internal users can create visualizations with it.

 

I have a dataset to be used with performance measures. I want my performance analyst team to find it and use it in Measures.

1. Manage Viewers
2. Add the team as a Viewer
3. Save
4. In order to create Measures (a domain-level granted right) each user must have the Internal User Role or assigned a custom Role with the right to create Measures.