Share and collaborate self-service dataset

1. Overview

1.1 Version

1.2 Application scenarios

User A needs to directly edit or use the self-service dataset created by user B.

1.3 Function introduction

FineBI provides sharing and collaboration functions of self-service dataset, and supports others to use self-service datasets.

The self-service dataset created under "My Self-Service dataset" can be shared with other users, allowing other users to have viewing or editing permissions. The self-service dataset created under the normal business package can be edited in collaboration with other users;

The sharing and collaboration functions only provide the dataset permissions to the shared person, and will not expand the data permissions scope of the shared person. If you need to expand the data permissions, please refer to: Business Package Permission Management.

Note: Only the creator of the self-service dataset has the sharing permission. The super administrator does not have the permission if he is not the creator of the self-service dataset.

2. Operation steps

Let's take the example that user Tom on the board of directors needs to share his self-made datasets with Alice of the technical support department.

Before configuring sharing permissions, please make sure that the user has been added to the  BI design user and the business package permissions have been configured for Tom. For details, see: Business Package Permission Management.

2.1 Configure sharing/collaboration permissions

1) The administrator enters "Manage>Permission", selects "Global Setting", opens the "Self-service dataset-sharing Control" button, and clicks "Save", as shown in the following figure:

Note: If the self-service dataset-sharing control button is not turned on, the self-service dataset creator can share it with all users by default.

2) Select user Tom on the board, unlock "Self-service dataset sharing/collaboration" under the sharing authority, and set the sharing user scope to the Technical Support department, click "Complete". Then user Tom is restricted to share the self-service dataset to the technical support department, as shown in the figure below:

Note 1: The creator of the self-service dataset can not only share to the department and role with the sharing permission, but also to the user without department and role.

Note 2: If you close the usage permission, the previous sharing will not take effect. After closing the usage permission, if open it again, the previous setting of sharing will take effect.

2.2 Share the self-service dataset created under "My self-service dataset"

2.2.1 Sharing

1) The administrator opens the authority of "Sales DEMO" business package management to Tom:

2) Tom logs in and create two self-service datasets "Tom's self-service dataset 1" and "Tom's self-service dataset 2" under "My self-service dataset>Tom's business package", as shown in the following figure:

3) Click "..." for the self-service dataset and select "Share". The user can switch the Tab selection to share self-service datasets to Department, role or User. As shown below:

Open the "Preview Share" and "Edit Share" of "Tom's Self-Service dataset 1" to Alice of the Technical Support Department, and click "OK".

Open the "Preview Share" of "Tom's self-Service dataset 2" for Alice of the Technical Support Department, and click "OK".

All users appearing under the "User" tab belong to the "Technical Support" department.

Following the user first principle, take the union of department and role settings. But if it's been set individually for the user, the user will not inherit the settings of its department and role.

Users can switch to "Users already shared with" under the "role" or "User" tab to view the checked "role/Users".

Instructions of Edit share and Preview share are as follows:

2.2.2 Effect view

After logging in, user Alice enters "Data Preparation>My self-service dataset>Self-service dataset shared with me", and she can see the two self-service datasets shared by Tom.

It can be seen that "Tom's self-service dataset 1" has the edit permission, while the "Tom's self-service dataset 2" shared by Preview Share only has the use permission.

Note: It does not support multiple people to edit a self-service dataset at the same time.

2.3 The self-service dataset created under the collaboration "normal business package"

2.3.1 Collaboration

Collaboration refers to sharing one's own self-service dataset with others for editing, which is consistent with the meaning of Edit Share in section 2.2.

After logging in, Tom creates a "Self-service dataset" from the data under the "Sales DEMO" business package, and opens "Collaboration" for Alice of the technical support department. As shown below:

2.3.2 Effect view

The self-service dataset created under the normal business package is still under the original business package after being shared. Therefore, Alice must have the permission of the business package "Sales Demo". Otherwise, she still cannot see the shared self-service dataset.

After logging in, Alice enters the data preparation, click "Sales Demo" and she can see the self-service dataset shared by Tom, as shown in the figure below:

After receiving the collaborative self-service dataset, Alice has the "use, edit, save as, and rename" permission for the dataset.

Note: It does not support multiple people to edit a self-service dataset at the same time.

2.4 Message reminder

If the user receives a shared/collaborative self-service dataset, he can set a message notification reminder.

For example, in the second section of this article, Tom shares the self-service dataset to the technical support department, hoping that users of the technical support department can receive message alert.

1) The administrator enters "Manage>Intelligent Operations>Information Notification>Message Alert" and turns on the "Message Alert" button under "Self Dataset MSG Share", as shown in the following figure:

2) After Tom shares the self-service dataset with Alice, Alice logs in and clicks on the message alert at the top right to view "Message". As shown below:

3. Operations after sharing/collaboration

3.1 Move the dataset under my self-service dataset

"Sharer" moves the dataset under my self-service dataset to the normal business package, and the mobile will clear the sharing configuration, as shown in the following figure:

Note: Moving between normal business packages will not clear the sharing configuration.

Then the shared user cannot view the shared self-service dataset under "Self-service dataset shared with me", and the previous settings of Preview Share and Edit Share are invalid.

3.2 Change the user nature of the shared person

Changing the user nature of the shared user will not affect the nature of self-serice dataset and "Share/Collaborate" permission setting.

Note: Save as the self-service dataset that has been shared then the saved dataset does not have the original dataset sharing permission and configuration.

4.1 Self-service data sets for sharing/collaboration are of a data analysis nature

4.1.1 Enable permission inheritance

For example, setting the row permission of the "Regional data analysis" self-service dataset for Tom that "City" belongs to "Shanghai, Dongying City", as shown in the following figure:

Set the row permission of the "Regional data analysis" self-service dataset for Alice that "City" belongs to "Shanghai, Zhongshan", as shown in the following figure:

Then Tom used "Regional data analysis" to create an analytical self-service dataset "Tom's self-service dataset 3", and enable permission inheritance (after enabling permission inheritance, the rank permissions of "Regional data analysis" will be inherited, so we can only see the data of Shanghai and Dongying City in this self-service dataset).

Share "Tom's self-service dataset 3" with Alice as in section 2.2, then "Tom's self-service dataset 3" seen by Alice will take the union of row permissions, that is, only the data of Shanghai will be displayed. As shown in the figure:

4.1.2 Do not enable permission inheritance

If permission inheritance is not turned on and the rank permission is set, then the data of self-service dataset seen by the sharer/collaborator is the same as the creator.

4.2 Collaborative self-service datasets are the property of data processing

If the rank permission is enabled for the processing self-service dataset, then the collaborative self-service dataset will be displayed in accordance with the shared user's permission.

5. Matters need attention

1) The shared/collaborated self-service dataset will not appear when configuring the associated view .

2) If the shared/collaborated self-service dataset enters the editing state, the row permission data of the shared/collaborated user is displayed. At the same time, the saved and shared data also displays the row permission data of the shared/collaborated user.