Sharing an object

Applies to: Kyvos Enterprise  Kyvos Cloud (SaaS on AWS) Kyvos AWS Marketplace

Kyvos Azure Marketplace   Kyvos GCP Marketplace Kyvos Single Node Installation (Kyvos SNI)

You can share objects or folders with groups or with specific users. However, they must have access rights to the underlying data. Once you share a folder, the users or groups have access to all items in that folder.

For some object types, you can also provide a shareable link so the user or group doesn't need to search for the object within Kyvos. You can send the link using your email client. The recipient must log in to Kyvos to be able to access the information. 

You can email a snapshot of a worksheet and dashboard directly from within Kyvos. You can also set up a schedule to email worksheets at a specified time and date or use a recurring schedule. 

Sharing an object

To share an object or change share settings, perform the following steps.

1. Right-click the object name from the list and click Share.

2. Depending on the object type, you may see additional options and can choose Grant Access, via email, or via Link. Otherwise, you'll see the grant access options.

3. Follow the steps below for the option you choose.

Sharing object via Link

To share an object via Link, perform the following steps: 

1. To share an object via Link, select and copy the URL text or click the icon next to the link to copy it to the clipboard.

2. Paste the URL text into an email message or other messenger applications such as Slack.

3. To grant access before sending via a link, click Grant Access at the bottom of the dialog and follow the instructions given in the topic below.

4. Click OK.

Sharing object via Grant Access

To grant access, perform the following steps.

1. Click the Grant Access button and then select a user or group to whom you want to allow access.

2. Drag that username or group into the Shared With column.

3. Choose to place it in one of the areas: Read Only, Read and Write, or Deny.
   The choices shown here are based on the selected user's or group's rights to the underlying data.

4. To change the share settings, right-click the group or user name in the Shared With column.
   Set the rights to Read Only, Read and Write, Deny, or Inherit Folder Rights.

5. Click Share underlying source entities.

6. Click Share.

Sharing object via Email

To share an object via Email, perform the following steps. 

1. To share an object via Email, select the recipients and do one of the following:

   1. Type email addresses for individuals.

   2. Click the Users/Groups icon () and click a group name, user name, or type to quickly find a name.

   3. Optionally, click CC or BCC to copy or blind copy recipients on the message. Then select those additional recipients.
      If No Email Id is shown, that account is not associated with an email address and you will need to share the object using a different method. 

2. Enter a Subject and Message that will be sent in email.

3. By default, Include a link to this document is selected. You can attach a file with this option as selected.  

 If you share a PDF or CSV file, you can attach it or send a link to it.

4. Choose the object to Attach as Do not include additional attachments, Include a PDF version of this document , or Include the data from this document as a CSV file.
   The CSV option is available if the Cross-Tabular option is enabled on your Dashboard/ Worksheet.

5. If you share a dashboard, you will also see the Include an Image version of this document option.

6. If you want to share multiple data cards from dashboard, you will see the Include data for different cards in CSV format.

7. If you choose PDF, CSV, or Image, select Settings and specify further details.

   1. For PDF, you can specify the following:

      1. Export View options: By default Export visualization with Tabular view is selected. If exporting a crosstab or table, you can view the number of Selected Columns and their details by clicking the drop-down list. If there is not currently a crosstab view, the Cross-Tabular option is disabled.

      2. By default, the file is exported as a Zipped folder. Clear the checkbox if you want the unzipped file.

      3. If exporting a dashboard, you can specify to Include Dashboard Title and Include Card Information.

         NOTE:

         • You will see the PDF option for viz other then crosstab and table control if WORKSHEET_EMAIL_SCHD_PDF_FORMAT property is enabled from the olapengine.properties in Kyvos Manager > Manage Kyvos > Properties. Please contact Kyvos Support to set this up for you.

   2. For CSV, you can specify the following:

      1. You can now export multiple data cards from dashboard to CSV format.

      2. Export View options: If you are exporting a crosstab or table control, by default Tabular is selected and you can view the number of Selected Columns and their details by clicking the drop-down list. If you are exporting a crosstab, then the Cross-Tabular option is disabled.

      3. You can use the default formatting choices or change the line separator, field separator, and enclosed by characters.

      4. Specify whether to include the header.

      5. By default, the file is Zipped. To send the file as a CSV file, clear the check box. You can choose to keep the measure formatting by selecting the check box. To learn more, click the i icon or see the Exporting data from a crosstab section.
         Only the worksheets can be send as an attachment in email.

   3. For Image (only for dashboards),  you can specify the following:

      1. Select the corresponding checkboxes if you want to Include Dashboard Title.
         When exporting the dashboard as an image, you cannot select the Include Card Information option.

      2. Specify if the image is to be sent as a Zipped, Unzipped, or Inline image.

      3. Choose the Image Format from PNG and JPEG.

   4. Click Apply.

8. Click Preview to view the message before sending it.

9. To grant access before sending via email, click Grant Access at the bottom of the dialog and follow the instructions shown earlier in this topic.

10. After everything is verified and completed, Once you are ready to send the message, click Send.

Scheduling emailing

To schedule emailing of Worksheets or Dashboards, perform the following steps.

1. Follow the instructions for sharing via Email.

2. On the Email Data dialog box, click Schedule Email to create a schedule for when it should be sent.

   1. Choose Run once or Recurring.

   2. For Run once:

      1. Set the date and time zone. 

      2. Click Apply.

   3. For Recurring:

      1. Select schedule type as Time- based or Event based

         • Time Based: Time-based scheduling is used to specify a particular date and time for the automatic delivery of an email.

           1. Set a start and end date.

           2. Set a frequency: daily, weekly, monthly.

           3. Select the number of days to process on.

           4. Specify once per day or repeat. 

           5. For repeat, specify the details: set an interval of how many hours and minutes, and what time it starts and ends.

           6. Select the time zone.

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         • Event Based: Event-based scheduling triggers email notifications when data in the semantic model is updated or refreshed, such as a Full Refresh, Incremental Refresh, Test Refresh, or Drop Partition This is applicable to dashboards and worksheets.

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      2. Click Apply. You can also edit the email notifications settings by clicking the Edit or Remove button. The Edit button will open the Schedule Email page to modify the settings. Conversely, clicking the Remove button will cancel all the previous settings, and the Schedule Email link will be displayed to specify new settings.

3. Click Preview to view the message before sending it.

4. To grant access before sending via email, click Grant Access at the bottom of the dialog and follow the instructions shown earlier in this topic.

5. Once you are ready to send the message, click Send.

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Alternate ways of sharing

For some object types, you can also click the Actions menu (…) or the Options menu and choose Share.

Once you have set a schedule to email an object, you can later edit or remove the schedule in the same dialog box. You can also view schedule details in the Monitor. 

Stop sharing

To stop sharing an object or folder, perform the following steps. 

1. Right-click the object or folder name from the list and click Share.

2. Do one of the following:

   1. Right-click the user or group name and select Deny.

   2. Drag the user or group name from the Shared With column back to the first column.

Sharing source entity

Kyvos supports recursively sharing an entity along with all its underlying entities. For example, if you want to share a semantic model with another user and its underlying source, such as datasets, relationships, semantic models, worksheets, and associated files, you can do so without having to navigate through every underlying source entity.

Points to know

• All the underlying entities of the sharing entities will be shared with the user based on their rights over those entities and the selected sharing rights.

• Underlying source entities will not be shared with a user denied access to an entity.

• Higher access rights will not be granted to users with read-only access to an entity or those who want to share underlying source entities.

• The complete hierarchy of underlying source entities will be shared with a user who has both read and write rights over an entity.

• Datasets, relationships, semantic models, and worksheets will be shared as underlying source entities.

To share source entity, perform the following steps.

1. Right-click the object or folder name from the list and click Share.

2. Click the Grant Access button and then select a user or group to whom you want to allow access.

3. Drag that username or group into the Shared With column.

4. Choose to place it in one of the areas: Read Only, Read and Write, or Deny.

5. The choices shown here are based on the selected user's or group's rights to the underlying data.

6. To change the share settings, right-click the group or user name in the Shared With column.

7. Set the rights to Read Only, Read and Write, Deny.

8. Click Share Source Entity and then click Share.