Collaboration (sharing) permissions for dashboards and favorites

Owned by Helen Gosper
Last updated: Oct 15, 2023 by Denise McGettigan
2 min read

The Collaboration permissions allow users to work together in different ways throughout Phocas. In particular, the sharing of dashboards and favorites is a common requirement for Phocas users. 

The main Collaboration permission activates these collaboration permissions:

  • Share with Folders - Share dashboards and favorites by placing them in a folder that can be accessed by other users. 

  • Share with Users - Share dashboards and favorites directly to selected users. 

  • External Links - Share a view-only version of a dashboard with someone who does not have a Phocas login, via a generated link.

    • This permission applies to dashboard owners, in other words, users who have permission to create dashboards.

    • This feature must be enabled for your Phocas site, which must be cloud-based (accessed from the public internet, not on a private server).

    • When enabled, the standard Advanced and Administrator profiles have this permission enabled by default.

    • Site-wide external links functionality can only be enabled by a Phocas consultant. Contact Phocas support in your region for more information about this.

  • These collaboration permissions are designed to work alongside the dashboards and favorites permissions.

  • Even when an item is shared, other users can only see the data they have permission to see. For example, a user can't share a dashboard containing data about Branch X with someone who only has permission to view Branch Y.