Share boards and saved views in Unified Analytics

Control who can view and who can edit your boards and saved views in Unified Analytics by combining role permissions with share modes.

This applies to preset boards and dynamic boards, and to the saved views on those boards.

Overview

Two settings work together to decide whether someone can edit a board or saved view:

• Role permissions: Set for the role under Unified Analytics product access (path depends on your governance model; see below). They define the most a person can do with boards and saved views.

• Share mode: Set for each team or user when you share a Unified Analytics board or saved view. View mode means people can open and use it but can never edit it. Edit mode means people can edit it, as far as their role allows.

Neither setting grants editing on its own. A person can edit only when their role allows it and the share is in Edit mode.

Role permissions in Unified Analytics

Unified Analytics options appear for both governance models. Where you open them depends on your account:

• Teams: Settings > Team management > Team roles > select a role > Product access > Unified Analytics

• Legacy: Settings > Roles & permissions > Account roles > select a role > Unified Analytics

Turn on each one that the role needs.

How the permissions combine with share mode

Set permissions for a role

Teams accounts

1. Go to Settings > Team management > Team roles.

2. Select the role you want to change, or create a new one.

3. Under Product access, open Unified Analytics.

4. Turn on View owned insights.

5. Turn on Manage team boards, Manage team saved views, and Access Care reporting as needed for that role.

6. Click Save.

Legacy accounts (Roles & permissions)

1. Go to Settings > Roles & permissions > Account roles.

2. Select the role you want to change, or create a new one.

3. Open Unified Analytics.

4. Turn on View owned insights.

5. Turn on Manage team boards, Manage team saved views, and Access Care reporting as needed for that role.

6. Click Save.

The permissions apply to everyone with that role.

Share modes

When you share a board or saved view, you set a mode for each team or user you add.

You choose the mode each time you add a team or user to a share. For example, the same board can be shared with Marketing UK in View mode and with HQ Team in Edit mode.

Share a board or saved view

1. Open the board or saved view you want to share.

2. Click Share.

3. Add the teams or users you want to share with.

4. For each team or user, set the mode to View or Edit.

5. Optionally expand a team in the Share panel to see its members, their roles, and their effective permissions for this board or saved view. You can also remove a team or user from the share.

6. Click Save.

How role permissions and share mode work together

One share: the more restrictive setting applies

For a single share, both your role and the share mode must allow editing.

Several shares: the individual share takes precedence

If you have access to the same board through more than one share, for example through a team and through your own individual share, an individual user share takes precedence over a team share. Your effective access is the more permissive of those shares.

Example: Monica has access through Marketing UK in View mode and through an individual share in Edit mode. The individual share takes precedence, so Monica can edit the board if her role also allows editing.

When shares overlap like this, a warning icon appears in the Share panel to show that one share overrides another. It does not block anything.

What sharing does not change

• Export and scheduled reports: Sharing a board or saved view does not change who can export or who receives a scheduled report. Those flows use their own recipients and settings.

• Profile and data access: Sharing a board or saved view does not grant access to social profiles or other resources. If someone opens a shared board or view that includes profiles they cannot access, they do not see that data. Unified Analytics can show a banner when some selected profiles are unavailable to them.

View-only access

If your share is in View mode, or your role has View owned insights but neither manage permission:

• You can open and use the board or saved view (when it is shared with you).

• You cannot edit the board layout or widgets, and you typically cannot open Share.

• For saved views, you may be locked to view mode (for example no pencil to edit a view that follows the board). If you change filters or other controls, save your changes as a new saved view instead of updating the shared one.

Tips

• Give Manage team boards only to people who need to create boards or change layouts and widgets.

• Give Manage team saved views to people who should create and share views on team boards without editing the board itself.

• Share with broad audiences in View mode, and add individual Edit mode shares only where needed.

• If someone can edit more than you expected, check for an overlapping individual share; it takes precedence over a team share in View mode.

Troubleshooting

FAQ

Can I share a board or saved view with my team?

Yes. Open the board or saved view, click Share, add the team or users, and set View or Edit mode. To create and share your own boards, your role also needs Manage team boards.

Where do I set Unified Analytics permissions?

On Teams accounts: Settings > Team management > Team roles > select a role > Product access > Unified Analytics.

On legacy accounts: Settings > Roles & permissions > Account roles > select a role > Unified Analytics. The same options are available in both models.

What can I share?

You can share Unified Analytics boards (preset and dynamic) and their saved views with teams and with individual users in your account.

Does this work on preset boards?

Yes. The same role permissions and View / Edit share modes apply on preset boards and on dynamic boards.

What is View mode?

View mode lets people open and use the board or saved view. They cannot edit it, even if their role includes manage permissions. They also cannot share it.

What is Edit mode?

Edit mode allows editing on that share. Each person can still edit only as far as their role allows (Manage team boards, Manage team saved views, or neither).

Why can someone see a board but not edit it?

Either the share is in View mode, or their role does not include the matching manage permission. Both the role and an Edit share are required to edit.

Why can someone edit a board that was shared with their team in View mode?

They likely have an individual share in Edit mode. An individual user share takes precedence over a team share. Check the Share panel for the warning icon.

Does sharing affect exports or scheduled reports?

No. Export and scheduled reports use their own settings. Sharing only controls who can open and edit the board or saved view in Unified Analytics.

If someone shares a board with me, do I get access to its profiles?

No. You only see data for profiles and resources you already have access to. You may see a banner when some profiles on the board are unavailable to you.

Does Manage team boards include Manage team saved views?

No. They are separate toggles under Unified Analytics on the role. Turn on Manage team boards for creating and editing boards, Manage team saved views for creating and sharing saved views on team boards in Edit mode, or both.

What does View owned insights do?

It lets the role view insights data for owned profiles and turns on that permission across Analytics products. It is the base Unified Analytics access. Without the manage permissions, people can still view boards and saved views that are shared with them.

What is Access Care reporting for?

It lets the role access Care reporting in Dashboard and Unified Analytics, including the Care self-service data source. It does not replace Manage team boards or Manage team saved views for sharing and editing boards.

Scope and limitations

• Unified Analytics product access options are available for accounts that use Teams and for accounts that use the legacy Roles & permissions model.

• Sharing does not grant profile or resource access; missing data may appear with a banner when the viewer lacks access to some selected profiles.

Related topics

• User Roles and Permissions

• Govern Access to Account Resources Using Teams

• Export a Unified Analytics Board

• Managing Saved Views with Teams

• Working with boards in Unified Analytics