Sharing PowerMetrics and PowerMetric dashboards

You can share an individual PowerMetric or a group of PowerMetrics on a dashboard.

When you share a PowerMetric or a dashboard with an individual in your account, an email notification is automatically sent to the recipient. Learn more about email notifications here.

Here are a few things to keep in mind when sharing:

  • When granting sharing access, you can only grant your level of access or less. For example, if you have “Can view and share” access to a PowerMetric, you cannot give “Can edit” access to someone else.
  • When sharing a dashboard, any PowerMetrics for which you don't have sharing rights are indicated with a "lock" symbol.
  • When you grant sharing access to a dashboard, you can optionally give unique sharing access for each of its PowerMetrics. Dashboard sharing settings don't override those of its PowerMetrics.

For example, if you share a dashboard with "Can view and share" access, you can give "Can edit" access to any or all of its PowerMetrics.

  • Admin users do not automatically receive editing access to PowerMetrics and PowerMetric dashboards. However, to help manage dashboards in the account, Admins can delete dashboards from the dashboard list page, accessed by clicking Dashboards in the left navigation sidebar.
  • All users, including those with the Admin role, can only share with groups of which they're a member.

This article contains the following sections:

Sharing PowerMetrics

You can share PowerMetrics with individual users or groups within your organization.

When you share a PowerMetric and grant the recipient "Can view and share” access, they can share it with others and explore it, trying out different visualization types, applying different filters, etc. However, they cannot change the underlying data in the PowerMetric. Any changes they make while exploring are only reflected in their version of the PowerMetric. Your original PowerMetric is not affected.

To enable others to make changes to the original PowerMetric, you must grant them "Can edit" access.

To share a PowerMetric:

  1. In the Explore View for the PowerMetric, click theShare button in the upper-right corner of the window.
  2. In the Share dialog, enter either a user name or a group name with which you want to share the PowerMetric. You can either type the user or group name or choose from an alphabetical list of recipients (accessed by clicking the drop-down arrow). Continue adding user or group names as needed.
  3. Under PowerMetrics, click the drop-down arrow and select Can edit or Can view and share.
  4. Click Share.

To see PowerMetrics that have been shared with you, on the PowerMetrics List page, select Shared with me from the drop-down list (see below):

Sharing dashboards

When you share a dashboard, you can either grant unique access to individual PowerMetrics or grant the same level of access to all PowerMetrics on the dashboard.

You can share either from an open dashboard or from your list of dashboards.

To share an open dashboard:

  1. With the dashboard open, click theShare button in the upper-right corner.
  2. In the Share dialog, enter either a user name or a group name with which you want to share the dashboard. You can either type the user or group name or choose from an alphabetical list of recipients (accessed by clicking the drop-down arrow). Continue adding user or group names as needed.
  3. Under Dashboard and PowerMetrics, click the drop-down arrow and select Can edit or Can view and share.
  4. Click Share.

To share from your list of dashboards:

  1. In the left navigation sidebar, click Dashboards.
  2. Click the 3-dot menu for the dashboard and click Share
  3. In the Share dialog, enter either a user name or a group name with which you want to share the dashboard. You can either type the user or group name or choose from an alphabetical list of recipients (accessed by clicking the drop-down arrow). Continue adding user or group names as needed.
  4. Under Dashboard and PowerMetrics, click the drop-down arrow and select Can edit or Can view and share.
  5. Click Share.

Modifying access to shared PowerMetrics and dashboards

After you share a PowerMetric or dashboard, you can view, modify, or remove the sharing rights you previously granted to others.

To modify access to a shared PowerMetric:

  1. In the Explore View for the PowerMetric, click theShare button in the upper-right corner of the window.
  2. Click the link to open the access dialog (as shown below).

  1. Select from the drop-down list under PowerMetrics to update others' access or click the Remove icon to remove them from the list.

Note: Available options include Can Edit, Can view and share, and No access. The Varied icon represents mixed access to the assets, for example, a user could be the owner of some assets but only have view access to the rest. Remember - you can only grant sharing access that aligns with your access level or below.

  1. Click Save.

To modify access to a shared dashboard:

  1. With the dashboard open, click theShare button in the upper-right corner of the window.
  2. Click the link to open the access dialog (as shown below.)

  1. Select from the drop-down lists under Dashboard and PowerMetrics to update others' access or click the Remove icon to remove them from the list.

Note: Available options include Can Edit, Can view and share, and No access. The Varied icon represents mixed access, for example, a recipient could have “Can view and share” access to one of the PowerMetrics on the dashboard and “Can edit” access to the rest of the PowerMetrics. Remember - you can only grant sharing access that aligns with your access level or below.

  1. Click Save.

Note: If you click the Remove icon when modifying access to a dashboard, you are removing access to the dashboard. Its PowerMetrics will retain their previous sharing settings.

Notes on sharing permissions and access

You can request access to a PowerMetric from its owner. To see the owner, click the PowerMetric's 3-dot menu, either from its Explore View or from a dashboard (when in View mode), and select About.

Note: If a user has been assigned to a Custom Role, ensure the role has the "Access API" permission. Otherwise, the custom role user will not be able to view or access PowerMetrics. Learn more about roles and permissions here.

Your ability to share a PowerMetric or dashboard depends on:

  • Your permissions, determined by the settings selected for your role. To share a PowerMetric you must have the "Share PowerMetrics" permission associated to your user role. To share a dashboard, you must have the “Share PowerMetric dashboards” permission associated to your user role. Learn more about user role permissions here.
  • Your access to the PowerMetric. If you do not have access, you will not be able to share the PowerMetric with others.

The recipient's access to the shared PowerMetric depends on:

  • The recipient's permissions, determined by the settings selected for their role. Regardless of the access level you are granted by the sharer, you can only interact with a PowerMetric according to the permissions associated with your role. For example, as a user, if you are assigned to the default "PowerMetrics Viewer" set of role permissions and someone shares an asset with you that gives you editing rights, you won't be able to edit the asset because your role permissions don't allow editing.
  • The level of access granted by the sharer. For example, if a sharer gives you viewing access to a PowerMetric and you have a set of permissions that allows editing, you will only be able to view and share the PowerMetric.

Sharing a link to a PowerMetric or a dashboard

Typically, when you share PowerMetrics and dashboards, as described above, they are added to the recipient’s list of assets. However, you can also share a link to a shared PowerMetric or dashboard by sending colleagues a copy of its URL. Doing so provides instant context for the PowerMetric, as the recipients view it from your perspective. It’s a great way to start a conversation and propose actions based on learning points in your PowerMetrics.

Note: The recipient of the URL must be logged into Klipfolio and the PowerMetric (or dashboard) must be shared with them, either directly or with a group of which they're a member.

To share a link to a PowerMetric:

  1. In the Explore View for the PowerMetric, click theShare button in the upper-right corner of the window.
  2. Click Get Link.
  3. Paste the link and send it to others. Advise them to sign into their account and then paste the shared URL link into a browser to see your PowerMetric.

To share a link to a dashboard:

  1. With the dashboard open, click theShare button in the upper-right corner of the window.
  2. Click Get Link.
  3. Paste the link and send it to others. Advise them to sign into their account and then paste the shared URL link into a browser to see your dashboard.

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