> For the complete documentation index, see [llms.txt](https://docs.phocassoftware.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.phocassoftware.com/analytics/save-and-share-favorites.md). # Save and share favorites Save your Analytics analysis points and insights as favorites and share them with your team. {% hint style="success" %} [Favorites](/basics/favorites/view-and-save-favorites.md) and [dashboards](/basics/dashboards/use-dashboards.md) are two of the key features of Phocas. Related information: [Add an analysis point as a widget on a dashboard](/basics/dashboards/create-a-dashboard.md#add-an-analysis-point-as-a-widget). {% endhint %} {% hint style="info" %} User permissions: * To save favorites: **Favorites** > **Save**. * To share favorites: **Collaboration** > **Share with Folders** and/or **Collaboration** > **Share with Users** Administrators with the **Favorites** permission can access the [**Favorites** page](/administration/favorites-administration.md), where they can manage all the favorites in your organization's Phocas site. {% endhint %} When you change your view of the grid, filter the data, or create a chart during your analysis, you can save that view as a favorite. You can save multiple favorites and easily switch from one to another for quick access to the information that you need. Update your favorites as your needs change over time and share your favorites with your team for easier collaboration. After you save a favorite, other actions become available. {% embed url="" %} Save useful data as a favorite {% endembed %} ## Save a favorite After you save a favorite, other actions become available. These actions require additional user permissions. ### Save a new favorite 1. [Open a database](/analytics/take-a-tour-of-analytics.md) in Analytics and carry out your analysis (grid or chart view), then click the blue arrow next to the database name and select **Save as favorite**. 2. Configure the favorite's settings. The available settings depend on your user permissions. * **Owner**: Your name is selected by default, as you are saving the favorite. To transfer ownership, select a different user. * **Favorite**: The **New** option is selected by default. * **Name** and **Description**: Enter a name (required) and an optional description. * **Period**: * The **Current** option (with your active period in brackets) is selected by default. This is whatever period was selected in the **Period** menu when you saved the favorite. * You can change this to **Default** or select a default period. * Use offset dates to make your favorites dynamic, which means they automatically update each time they are opened. * If you're sharing the favorite, note that other users might have a different default period. * **Folders** and **Users**: By default, your favorite isn't shared. You can assign it to folders or share it with specific users. See [Sharing and folders](/basics/getting-started/sharing-and-folders.md). 3. Click **Save**.

### Save a favorite based on an existing favorite Use this method to create a variation of any favorite, whether it's been shared with you or one you've saved yourself. 1. Open the favorite and make your changes, then click the blue arrow next to the favorite name and select **Save as new favorite**. 2. Update the settings and click **Save**.

Saving a new favorite from an existing one

## Edit a favorite {% hint style="info" %} User permissions: **Save Favorites** to edit your own favorites; **Manage Favorites** to edit favorites shared with you in Analytics. {% endhint %} You can modify and re-save (overwrite) your own favorites. You can't overwrite a favorite shared with you, unless you use the **Save as new favorite** method described above. ### Edit a favorite's name, description, or owner You might want to change the name or description of one of your favorites or transfer the ownership so that another user can manage it. Changing the owner is especially important if you leave the business because if your Phocas account is deleted, the favorites you created will no longer be available to other users. You can quickly edit a favorite's name, description, and owner from your homepage. Locate the favorite and click its menu button, then click **Edit**. Make your changes and click **Save**. You can also edit these details from within the favorite, as described in the next section.

### Edit a favorite's contents Editing the contents of a favorite is similar to saving a new one. For example, suppose you saved a favorite with a list of 10 key accounts and now want to add another account. 1. Open the favorite. 2. Modify that favorite as required. For example, you might select and focus on another dimension. 3. Click the blue arrow next to the favorite name and select **Save**.

4. Edit the favorite's name, description, and other settings as required. Phocas recognizes you're modifying an existing favorite and displays these saved settings for you. 5. Click **Save**. The contents of the existing favorite are modified, but the other settings remain the same (unless you changed them too). ## Share a favorite {% hint style="info" %} User permissions: Collaboration > Share with Folders and/or Share with Users. {% endhint %} Read the Sharing and folders page to learn about how sharing works. Typically, you share a favorite when you create it. At the bottom of the **Favorite** window, select the checkboxes of the required folders and users, then click **Save**.

Example: Save and share a favorite

For example, suppose you create a pie chart comparing the profit last month in each territory. You now want to save the chart as a favorite and share it with the sales team by placing it in a sales folder. You also want the favorite to automatically update with new data as time goes on. 1. Select **Actions > Save**. 2. Select **New** from the **Favorite** dropdown list, if not already selected. 3. Enter the name as *Territory Profitability* and leave the description blank. 4. Leave the period as Current (Previous Month). 5. Select the **Sales** folder. 6. Do not select any individual users. The favorite will be automatically shared with you as you are the owner. 7. Click **Save**.

You can also share a favorite from your homepage. Locate the favorite, then click its menu button and click **Share**. In the **Share** window, select the required users and/or folders, then click **Save**.

### Share an embeddable link You can generate a link for embedding a favorite into another website (such as an intranet, or another product) for authenticated users to view.

Steps

When the item is open, click the **Export** button in the toolbar, then select **Embed view** and click **Export**. ![](https://900295827-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F7pj8v25BOyqZTdG5mdD1%2Fuploads%2FBcpCIHnbvr0Fo0TqVcQh%2Fimage.png?alt=media\&token=13f2a4a8-9183-4c60-bce9-105ee94c5218) A new browser window opens with a unique embeddable URL, which you can then copy and paste into another application (the steps you need to take depend on the application you are using). In some cases, you need to put the URL inside an iframe HTML tag. For example, the code snippet might look like this: `` In the example below, a favorite was embedded into another location and then opened by a user. You can see it looks a bit different in the embed view; the black bar, logo, and other Phocas tools are absent. Authenticated users can open the favorite to analyze the data in Phocas.

## Subscribe to a favorite {% hint style="info" %} User permission: Favorites > Subscribe {% endhint %} You can subscribe to a favorite to receive email notifications whenever the underlying data updates. See [Subscriptions](/basics/getting-started/subscriptions.md).

## Add a favorite to the dashboard Favorites are a great way to add content to a dashboard. The favorite, which can be in a grid or chart view, is displayed inside a dashboard widget. See Add a favorite as a widget for steps. ## Create an alert from a favorite Alerts are favorites that are configured with color coding to help you monitor performance against set targets. They are displayed on your homepage, where the color identifies items that require your immediate attention. See Use alerts for more information. ## Delete a favorite {% hint style="info" %} User permissions: **Save Favorites** {% endhint %} You can delete the favorites that you create (own). On your homepage, locate the favorite, click its menu button, and then click **Delete** > **Delete**. You can restore it within 45 days from the **Deleted items** tab. If you have many shared favorites cluttering your homepage, rather than deleting them, use the grid filters to remove them from view. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation by asking a question. Perform an HTTP GET request on the following URL with the `ask` and `goal` query parameters: ``` GET https://docs.phocassoftware.com/analytics/save-and-share-favorites.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is what the user is ultimately trying to achieve, the reason they need the answer. Sharing it helps GitBook give you a better, more relevant answer. A goal is most helpful when it describes the outcome the user wants rather than restating the question. For example, with `ask=how do I create an API token`, a goal like `automate deployments from our CI pipeline` lets GitBook tailor the answer to that use case. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.