SpatialKey is built around the concept of sharing information with multiple users in your organization.  You can share data and dashboards within SpatialKey and can also share reports with users outside of SpatialKey.

Sharing data

Sharing data with others in your organization has never been easier.  To begin, select the Manage Data tab and find your dataset.  Click on the gear icon to view data settings and select the “Share with Users” option on the left side of the screen.

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You can give individual users or groups permission to datasets – either Editor, Contributor, or Viewer. Users who imported the data are set as Creators.

Click the “add users” button to add users. Once the users are added to the dataset, you can manage their permissions levels (See screen above).

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Viewer vs. Contributor vs. Creator/Editor

You know how to manage permissions on datasets now, but what do the different permissions levels mean?  Here are some overview details about permission levels.

Viewers

  • Viewers can do just that… view the data.  They cannot take any action that would impact that data.  They can only view it as-is.
  • If the option for “Allow viewers to export as CSV” is disabled, viewers will not be able to export a dataset. Note that they will still be able to view dashboards, capture screenshots and export analytic pods, with the exception of the record list.

Contributor

Contributor have all Viewer permissions plus the following:

  • Contributor can disable option to “allow viewers to export as CSV”.
  • Contributor can join, apply filters and alter the column headings.
  • Contributor can manage data permissions for Viewers and Contributor only.

Creator/Editor

Creators and Editors have the same permission level, there’s just the added distinction on who created the dataset. Creators and Editors have all Contributor permissions plus the following:

  • Creators/Editors can changing the data, manage portfolio settings, and delete the data.
  • Creators/Editors can manage data permissions for all users.

See the table below for additional details of Creator/Editor, Contributor, and Viewer permissions.

Manage Data Options Creator/Editor Contributor Viewer
View Details * * *
View Preview * * *
Share with Users * *
Change Advanced Settings * *
Join Data * *  (Can view join settings)
Change Data *
Delete Data *
Export Data * * *
(if “Allow viewers to export
as CSV” is enabled)
Manage Portfolio Settings *  (Can view portfolio settings)  (Can view portfolio settings)

Sharing dashboards within SpatialKey

Sharing dashboards is a simple two-step process.  First, a user must have access to ALL datasets included in the dashboard – see the Sharing Data section above for details on how to share a dataset.  If a user does not have access to ALL datasets included in the dashboard, they will not be able to view the dashboard, even if they have Creator/Editor permissions to view the dashboard.

Second, users need access to the dashboard.  Make sure that your dashboard is “shared with your organization” and if the users have access to the underlying data, they will be able to see the dashboard. You can turn sharing on from within the dashboard itself, or from within the manage dashboard settings.

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Who can see the dashboard? 

Check out the “dashboard sharing” option in the manage dashboard screen.  From here, you can get a quick perspective of who can actually see the dashboard.  When users are in this list, they have access to view all underlying datasets and dashboard sharing is enabled.

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Dashboard owners

It is possible that you want to give users permissions to edit a dashboard also.  Select the Dashboards tab and find your dataset.  Click on the gear icon to view dashboard settings and select the “Owners” option on the left side of the screen.  To add a user, simply start typing their name into the box as shown below.  SpatialKey will suggest names that match.  Groups can also be added in the same way.  After setting individual user and group permissions on the dashboard simply click the Save button.

Note: Users who have access to dashboards can view and interact with the dashboard, but they cannot save over the dashboard.  Only dashboard owners can save over the dashboard.

Sharing dashboards outside of SpatialKey

There are a couple of options for sharing dashboards outside of SpatialKey.

  • Sharing screen captures
  • Sharing public links to dashboards

Sharing screen captures

From within a dashboard, you can capture screenshots to share.

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Save a screenshot as a file, email a screenshot, or print a screenshot.

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Sharing public links to dashboards

Note that sharing public links is a premium feature that needs to be enabled for your organization.

To share dashboards outside of SpatialKey, select the Dashboards tab and find your dashboard.  Click on the gear icon to view data settings and select the “Public Sharing” option on the left side of the screen.  A link to the dashboard can be shared or embedded in a webpage for an external audience without the need for them to have SpatialKey accounts.  They can view and interact with a limited set of pods in the linked dashboard.  Note that when public sharing is enabled, anyone who knows the public link of the dashboard will be able to view the dashboard and the data it contains.

These links can also be accessed from within a dashboard, with the “share publicly” option.

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