Sharing Activeboards
Who can share Activeboards and with whom?
Activeboards can be shared with other roles in the domain in two different ways:
- Using the Share to roles icon
next to the Activeboard name. This option only appears in edit mode and is available for users with the Activeboards (manage) or User resources permission. Learn more below. - Making the Activeboard shareable by checking the Share Activeboard option, then assigning the Activeboard to the required roles in the Administration area. The Share Activeboard 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 below.
No matter the method used, the permission level assigned to the role with which you want to share an Activeboard (view or manage) will dictate the type of access that the users will have. For example, a role that has only the Activebords (view) permission 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, and see the following video to start learning about sharing Activeboards:
Share an Activeboard with a role from the own Activeboard
- Click the icon next to the Activeboard name. Remember that this option only appears if the Activeboard is in edit mode.
- You will see a window that shows the roles you can share the Activeboard with. Depending on the permissions of the user that is sharing, different roles will appear:
- Users with the Activeboards (manage) permission will see all the roles they are assigned, as long as they have either an Activeboards permission (view or manage) or the User resources permission.
- Users with the User resources permission will see all the roles in the domain that have either an Activeboards permission (view or manage) or the User resources permission.
- Select the permission level you want to assign to the role (view or edit). Note 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 edit access.
For example, let's say an Admin user wants to share one of his Activeboards with two different roles. Admin users have the User resources permission, so he is able to see all the roles that have access to Activeboards in the list. One of them has view-only access to Activeboards (View_Activeboards), and the other one has the manage permission (Manage_Activeboards). He will be able to grant view-only access to the View_Activeboards role, and full access to the Manage_Activeboards role. See that the Edit option is greyed out for the View_Activeboards role to indicate that the role cannot be assigned this permission level.
- Click Apply.
Share an Activeboard with a role from the Administration area
Make an Activeboard shareable
Click the ellipsis button next to your current Activeboard name and select the Share Activeboard 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 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 will appear 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 has not 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 he wants to grant access to the users in a specific role with the Activeboards (manage) permission. Also, he wants the users with that role to be able to share it with other roles assigned to them.
To do it, the Admin user marks the Activeboard as shareable, checking the Share Activeboard option. Then, he goes to the Administration → Roles area and shares it with the required role. Since this role has the Activeboards (manage) permission, the users will be able to click the Share to 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 this icon 
in the Activeboard manager. When you open one of these Activeboards, this icon also appears next to their name.
