Sharing and folders
Use the sharing and folders features for optimal team collaboration.
Typically, other Phocas users will share their favorites, dashboards, and alerts directly with you. If you have permission to create your own content items, you can share them with others.
User permissions: Collaboration > Share with Folders and/or Share with Users
If you’re an administrator, you can share a favorite via the Administration > Favorites page and share a dashboard via the Administration > Dashboards page.
Sharing
How you share a favorite depends on which module you're working in. Sharing works similarly in Analytics and Financial Statements, but differently in Flex Modes.
Sharing in Analytics and Financial Statements
In Analytics and Financial Statements, a shared content item is always linked to its original owner.
When an item is shared:
Shared users can view the item but can't edit, share, or delete it.
If the owner updates the item, shared users automatically see the updated version.
If the owner deletes the item, shared users lose access to it.
Each user's database permissions and restrictions still apply. For example, if an item contains data for Branch X and a user only has permission to view Branch Y, the item won't display for that user.
You can share content items you own with individual users and through folders.
Share with individual users
Select the users you want to share the item with. Only users who have access to the underlying database appear in the list.
This option is useful when users don't have access to the folder containing the item.
Share through folders
Add the item to one or more folders. The item is shared with all users who have access to those folders.
See these pages for instructions:
Analytics > Save favorites and share favorites
Financial Statements > Save and share favorites
Sharing in Flex Modes
See Flex Modes > Save and share favorites to learn how sharing and permissions work in Flex Modes. The option to share through folders is unavailable.
Sharing dashboards
You can share a dashboard when:
From your homepage (see section below).
From within the dashboard itself. Open the dashboard, click the Share button in the dashboard toolbar, update the sharing settings in the Edit Dashboard window, then click Save.
When creating a new dashboard. In the New Dashboard window, select the required folders and users, then click Save.
Sharing from your homepage
On your homepage, locate the favorite, dashboard, or alert you want to share, then click its menu button and click Share.
In the Share window, select the required users and/or folders, then click Save.
Stop sharing
You can remove your shared favorites, dashboards, or alerts from one or more users or folders in a similar way to how you shared them.
For example, on your homepage, locate the item, click its menu button, and click Share. In the Share window, the X for the required users and folders, then click Save.
Folders
Your administrator sets up and manages the folders for your Phocas site. For example, your organization might have folders for different functional business areas, such as a branch folder containing content items related to the branch's performance. All users who work in that branch would be granted access to the folder to see those items.
In Analytics and Financial Statements, when creating, sharing, or cloning a content item, you can select a folder to put it in.
On your Phocas homepage, the Folder column identifies the applicable folders for each content item. To see only the content items in a specific folder, click the All dropdown menu, click Select none, then select the checkbox for that folder and click out of the filter.
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