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.

Sharing

A shared content item is always linked to its original owner and:

• The shared users can only view the item (not edit, share, or delete it).

• If the owner updates the item, all shared users will see the updated version.

• If the owner deletes the item, all shared users will no longer have access to it.

• If an item is shared with a group of users, each user's database permissions and restrictions affect what they can view in Phocas. For example, sharing an item containing data about Branch X with a user who only has permission to view Branch Y will not work and an error message will display.

You can share the content items you own (create) in the following ways:

• Share internally with an individual user: Select the user(s) with whom you want to share the item. Only users who have access to the underlying database display in the list. This option is suitable for users who don't have access to the folder in which you put the item.

• Share internally to a group of users by putting the item in a folder: Select the folder(s) in which you want to put the item. The item will be shared with all users who have access to that folder.

• Share externally via a link: Generate a link to share a live, view-only version of the item with someone who doesn't have a Phocas account.

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.

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.