Organising and Managing Content Access in Liven Insights
In Liven Insights, content such as Looks (snapshots of query results) and dashboards (collections of visual query results) is organised into folders. Folder access is controlled through different access levels and permissions, allowing specific user control.
Important: Be cautious when managing folders. Changes in folder structure or permissions impact all users with access, including shared access to personal folders.
Folder Access Levels
Users or groups can have one of two access levels for each folder:
View: Users/groups can view the folder contents, copy Looks and dashboards, but cannot make modifications.
Manage Access, Edit: Users/groups can view, manage access, edit folder content, rename, move, or delete items in the folder.
Viewing and Managing Folder Access
To manage access in a folder, users must have the Manage Access, Edit permission level. This allows changes to folder names, creation of subfolders, and adjustment of user/group access.
Steps to Manage Folder Access:
Navigate to the desired folder.
Click the gear icon (Toggle Dropdown settings).
Select Manage Access.
If Manage Access is not clickable, you lack the necessary permissions.
If a text field labeled Add group or user appears, you can manage access.
For subfolders, access levels may inherit settings from the parent folder. Custom settings can be applied by adding specific users or groups and setting unique permissions.
To change access levels: Click the current level and select a new one.
To remove access: Click the "X" next to the user or group.
To add users/groups: Type the name in Add group or user, set access level, and click Add.
Note: Liven Insights administrators have permanent access to manage all folders.
Creating a Folder
Folders can be created within either the Shared folder or your personal folder and will inherit the access levels of the parent folder by default.
Steps to Create a Folder:
Go to the parent folder.
Click New and select Folder.
In the Create folder window, enter a folder name.
Click Create folder.
Setting a Default Folder
By default, Shared folders are displayed in the left navigation, but you can set a different default folder.
To set a default folder:
Open the desired folder.
Click the gear icon (Toggle Dropdown settings).
Select Set as your default folder.
Your chosen folder will now appear in the main navigation's Folders section.
Renaming, Moving, or Deleting a Folder
You can rename, move, or delete subfolders within Shared or your personal folder, but not top-level folders (Shared or your top-level personal folder).
Steps:
Navigate to the folder.
Click the gear icon.
Select Rename, Move, or Delete.
Important: Deleting a folder also deletes all its contents, including subfolders. Content may be recoverable but will be restored to the personal folders of its creators, not the original location. Contact the data team if assistance is needed.
Copying or Moving Looks and Dashboards
Users with Manage Access, Edit permissions can copy or move Looks and user-defined dashboards to other folders. For dashboards with tiles linked to Looks, those Looks must stay in the same folder. If moved, Liven Insights copies the Look instead, ensuring dashboards remain intact.
To Copy or Move Items:
Select the checkbox for items to be moved.
Choose Copy or Move.
In the window, navigate to the desired folder and subfolder.
Click OK to complete the action.
Deleting Looks and Dashboards
Users with Manage Access, Edit permissions can delete Looks and dashboards.
Steps to Delete:
Select the checkbox for each Look or dashboard.
Click Move to Trash.
Confirm the action by selecting OK.
Note: If a Look linked to a dashboard tile is deleted, the dashboard tile will show an Element not found error. When deleting dashboards, an option may appear to delete associated Looks that are unused elsewhere (e.g., unscheduled, unfavourited, not public).