Creating and managing shared views

Introduced in 2023.2

This article explains how to configure and manage shared views in Alloy Navigator.

View sharing enables different teams and departments to access and see the same data in real-time. This shared visibility boosts collaboration and communication among teams, ensures consistency in data and reporting, improves service delivery and asset utilization, accelerates problem resolution, and supports strategic decision-making.

In the New experience, role-based shared views are managed in the Sharing tab in the Customize section. This tab is accessible only if the user has the necessary permissions to modify the sharing settings of a particular view, based on permissions and ownership.

In this tab, users can find information about modifications, ownership, and controls for changing sharing settings.

Required permissions

Two categories of users are allowed to share personal views and change sharing parameters:

• Users with the Shared Views permission.

  This category has broad access rights, allowing them to create, access, and share views across different departments or teams.

• Users with the Share Local Views permission, who are also the Owners of the view.

  These users can modify, update, or restrict access to their views, ensuring that information is managed appropriately within their area of responsibility.

View Owner

The Owner of a view is the individual who initially created the view. The system automatically assigns the role of Owner upon the creation of a new view.

An Owner can be also null, for example in cases of default views preset in the database, or if the view creator's account has been removed.

Creating a shared view

The procedure described below is available only to users with the necessary permissions to modify the sharing settings of a particular view, based on permissions and ownership.

To create a shared view:

1. Open a grid and click the gear button above the data grid to open the Customize View pane.

2. Click Sharing to open the Sharing tab.

3. Under Shared with select one of the following options:

   • Only me: Creates a personal view that will be available only to the owner

   • Everyone: Shares the view with all users

   • Group: Shares the view with a specific group selected from the drop-down menu.

     When choosing a group to share with, the selection is limited to groups marked as Technician Group and those that are in an active status. Only one group can be selected at a time.

     A view shared with a group becomes visible to all members of that group. In view lists, views shared with a group or with everyone are visually indistinguishable and display the same icon.

     Users with the Shared Views permission can select any Technician group in active status from the list.

     Users with only the Share Local Views permission are restricted to selecting from groups in which the view's owner is a member.

4. Review the information at the bottom of the tab regarding who the Owner is and who last edited the view.

5. When done, click Save .

Managing shared views

To ensure that information is organized, accessible, and controlled according to the needs of the organization, users with the Shared Views permission are able to manage shared views as described below.

1. Click on a view name, then More > Manage Shared Views. The list of shared views in this module is displayed. This list consists of three columns:

   • Name: Displays the name of each view.

   • Owner: Shows who initially created the view or the current owner.

   • Sharing: Indicates with whom the view is shared.

2. Click on the view you wish to modify to see its details. Once selected, several options are available:

   • Rename the view: Update the name of the view to something more descriptive or appropriate.

   • Change sharing settings: Determine who can see and access the view as described above. Note that if the Only me option requires the Share Local Views permission.

   • Assign or change the owner: If necessary, you can assign a new owner to the view or change the existing one.

3. After making the desired changes, click Save.

If a view is no longer needed, it can be removed from the system. To do this, click on the Recycle Bin icon in the top right corner of the View Details pane.