Sharing Views to Users | Zoho Analytics On-Premise

Sharing Views to a User


In Zoho Analytics, you can easily share your data, reports, and dashboards to any user privately. These shared views can be accessed online by the shared users, and will have the current data and reflect the latest changes made. Please note that only Server Administrators and Managers can share reports, dashboards and tables. To know more about the user roles in Zoho Analytics, click here



1. How do I share views to a user?

2. Can I share multiple views together?

Yes. To do this, navigate to the Explorer and select the required views. Click the Share button, select Share Views and follow the steps in this presentation.

Note: When sharing multiple views simultaneously, filter criteria cannot be applied.

3. Can I share a folder from the workspace?

To share every view in a specific folder, click the Action icon that appears on mouse over. Select the Share views in this folder option and follow the steps in this presentation.

4. Can I share specific columns from a table?

Sharing only specific columns from a table to a user allows you to intricately control the data accessed by users. This is particularly helpful when the table contains sensitive data.

Follow the steps below to share only the required columns from your table.

  • Open the required table, click the Share icon in the top right corner, and select the Share this View option.

  • Specify the users the table is to be shared with, and click the Apply Permissions & Filters link. 

  • In the Read Options section, click the All Columns link, select the columns you wish to share from the pop up that appears and click OK.

Proceed to share the table. Shared users can now access only the specified columns and create reports over the same.

5. How do I share views to users in my contacts list?

To do this, click the Pick Users / Groups link in the Share the View(s) to new Users / Groups page. This opens your Contacts List, displaying your Shared Contacts, Active Users, Groups and Organization Contacts. Choose the required users from these lists, and proceed with the sharing process.

6. Is it possible to configure permissions while sharing a view? 

Zoho Analytics allows you to set fine-grained permissions while sharing views, such that users can perform only the allowed operations over the shared views. The below presentation provides a detailed explanation about sharing permissions.

7. Is it possible to edit the permissions provided while sharing?

There are three ways to edit the permissions configured for your shared views in Zoho Analytics.

To edit the permissions provided to a specific user,
  • Click the Share button in the Explorer, and select the Edit Shared Details by Users option.

  • In the Existing Shared Details popup that appears, navigate to the required user and expand their details. This lists all the views shared with the user

  • Click the Edit icon that appears on mouse over the required view, modify the permissions as required, and click OK.

To edit the permission configured for a specific report, dashboard or table,

  • Open the required view, click the Share icon on the top right corner, and select the Edit Shared Details option.

  • The Existing Shared Details popup appears, listing every user the view is shared with. Click the Edit icon that appears on mouse over the required user, modify the permissions as required, and click OK.



You can also access this page by selecting the required views from the Explorer page, clicking the Share icon and selecting the Edit Shared Details by Views option.

8. How do I filter data while sharing a view?

Zoho Analytics allows you to filter the data you share, providing the flexibility to share only the required information in a table, report or dashboard.

Refer the following presentation to know more.

9. How does the Apply Parent Table Filter Criteria option work?

Zoho Analytics allows you to apply a parent table's filter criteria to the reports and dashboards created over the table by selecting the Apply Parent Table Filter Criteria option in the Filter Criteria tab. If you have already shared the parent table to a user with a specific filter criteria, this option allows you to share the dependent reports and dashboards with the same criteria applied over them.

Note:

  • When applying the parent table's filter criteria over reports, the parent table's filter criteria and the report's filter criteria will be combined with the AND operation. 

  • When applying the parent table's filter criteria over dashboards, the parent table's criteria will be combined with both the dashboard's overall filter criteria and the filters specified for the embedded reports. 

10.  What is a variable?

Variables are placeholders that help administrators assign dynamic values for individual users of the workspace. You can use variables in the Filter criteria section, while sharing reports and dashboards. You can create custom variables, or use the default ones provided by Zoho Analytics. To learn more about creating custom variables, click here. To learn more about the available default variables, refer this question.

Note: Variables are specific to each workspace and cannot be used across workspaces.

11. What are the default variables in Zoho Analytics?

Zoho Analytics provides a set of predefined system variables that you can use in your filter criteria. They are listed below.

System Variable Name Description
system.login.email Returns the email id of the user who has logged in.
system.login.firstname Returns the first name of the user who has logged in.
system.login.lastname Returns the last name of the user who has logged in.
system.login.fullname Returns the full name of the user who has logged in.

12. How do I notify my users about shared views?

You can choose to send an invitation email while sharing a view in Zoho Analytics. To do this, click the Send Invitation Email checkbox in the Share the view(s) to new Users / Groups page. Edit the message if needed, and click Share

13. Can I revoke sharing access?

Yes. Open the required view, click the Share icon and select Edit Shared Details. The Existing Shared Details page appears. (To learn more about accessing the Existing Shared Details page, click here.) Click the Remove icon that appears on mouse over the report details. 

14. Can a user unsubscribe from a shared workspace?

You can easily unsubscribe from any shared workspace in Zoho Analytics. By unsubscribing from a workspace, you will no longer be able to access the views in that workspace. 

To do this, navigate to your Zoho Analytics home page and click the More Actions icon of any shared workspace. Select the Unsubscribe Workspace option and confirm your action in the popup that appears. 


    Access your files securely from anywhere

      Zoho CRM Training Programs

      Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

      Zoho CRM Training
        Redefine the way you work
        with Zoho Workplace

          Zoho DataPrep Personalized Demo

          If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

          Zoho CRM Training

            Create, share, and deliver

            beautiful slides from anywhere.

            Get Started Now


              Zoho Sign now offers specialized one-on-one training for both administrators and developers.

              BOOK A SESSION









                                            You are currently viewing the help pages of Qntrl’s earlier version. Click here to view our latest version—Qntrl 3.0's help articles.




                                                Manage your brands on social media

                                                  Zoho Desk Resources

                                                  • Desk Community Learning Series


                                                  • Digest


                                                  • Functions


                                                  • Meetups


                                                  • Kbase


                                                  • Resources


                                                  • Glossary


                                                  • Desk Marketplace


                                                  • MVP Corner


                                                  • Word of the Day


                                                    Zoho Marketing Automation

                                                      Zoho Sheet Resources

                                                       

                                                          Zoho Forms Resources


                                                            Secure your business
                                                            communication with Zoho Mail


                                                            Mail on the move with
                                                            Zoho Mail mobile application

                                                              Stay on top of your schedule
                                                              at all times


                                                              Carry your calendar with you
                                                              Anytime, anywhere




                                                                    Zoho Sign Resources

                                                                      Sign, Paperless!

                                                                      Sign and send business documents on the go!

                                                                      Get Started Now




                                                                              Zoho TeamInbox Resources



                                                                                      Zoho DataPrep Resources



                                                                                        Zoho DataPrep Demo

                                                                                        Get a personalized demo or POC

                                                                                        REGISTER NOW


                                                                                          Design. Discuss. Deliver.

                                                                                          Create visually engaging stories with Zoho Show.

                                                                                          Get Started Now









                                                                                                              • Related Articles

                                                                                                              • Sharing Database to a User

                                                                                                                Zoho Analytics lets you share your entire databases and collaborate with your users easily and securely. This will be helpful when you want to share all the Tables, Reports and Dashboards in the database and grant permissions on the views to a user ...
                                                                                                              • Sharing and Publishing Options

                                                                                                                Zoho Analytics provides sharing and publishing options that allows you to easily create and analyze reports with your friends and colleagues. Please note that only Server Administrators and Managers can share reports, dashboards and tables. To know ...
                                                                                                              • Sharing and Collaboration

                                                                                                                Zoho Analytics offers a very easy and effective way to collaborate reports with your colleagues and friends. Any user with whom you share your data, reports and dashboards, can access them online from any where any time. You can also create groups ...
                                                                                                              • Sharing to a Group

                                                                                                                To facilitate easy collaborations, you can create Groups in Zoho Analytics that contain a set of users. Reports and dashboards can then be shared to these groups, with the required permissions and filters applied. Any number of groups can be created ...
                                                                                                              • Sharing Workspace to Users

                                                                                                                In Zoho Analytics, the administrator can share an entire workspace and grant administrative privileges to a user by adding them as a Workspace Administrator. In such cases, the workspace admin can perform all operations in a workspace, except for ...
                                                                                                                Wherever you are is as good as
                                                                                                                your workplace

                                                                                                                  Resources

                                                                                                                  Videos

                                                                                                                  Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.



                                                                                                                  eBooks

                                                                                                                  Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.



                                                                                                                  Webinars

                                                                                                                  Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.



                                                                                                                  CRM Tips

                                                                                                                  Make the most of Zoho CRM with these useful tips.



                                                                                                                    Zoho Show Resources