How to see content shared with you

0:00In 2020.3, Tableau have added a new feature

0:05that allows you to see all the content that

0:07's

0:07been shared with you on Tableau Online and

0:10Tableau Server. Let's take a look and see

0:12how this feature works. You can see here it

0:15's on the left-hand side, just this little

0:17new

0:17option here called Share with Me. Now, for

0:20this to work, a user has to share content

0:22with someone on Tableau Server, but it's

0:24important to note that this doesn't mean

0:26that the person

0:27doesn't already have access to this. It

0:30doesn't cut across the permission system in

0:33Tableau

0:33Server. So I'm going to show you that

0:37concept now. Let's just hop into the

0:39Explore tab

0:40here, and I'm going to hop into the 2020.2

0:42release. I'm going to go into metrics, and

0:44you can see here that I have, what is it,

0:47five items, six items, including some role

0:50segments that I published up from the

0:52previous release. Now, I'm going to switch

0:55over to

0:56another user logged into the same Tableau

0:59dev instance. So let's hop on over to this

1:03user. You can see that I'm in incognito, so

1:05I can log in twice. And if I go back to

1:07Explore

1:082020.2 release, I still have the same

1:11amount of content. So the first thing to

1:14note here

1:14is that the second user who's going to be

1:17having content shared with them has to

1:19already

1:19have access to this content. You'll see

1:21what that looks like if they don't have

1:23access.

1:24Okay. Now, let's switch back to the

1:26original user who's going to be sharing

1:28content. The

1:29first thing I need to do is just

1:31essentially go to a particular thing that I

1:33'd like to

1:34share. So let's hit on these three icons

1:36and then hit the share button. And you get

1:39this

1:39nice interface that basically allows you to

1:41basically send a message and define who you

1:44want to share with. So I'm just going to

1:46share this with myself. I've only got one

1:48other

1:48user on this test instance, and I can even

1:50send a message. Now, this message will

1:53actually

1:53get captured in the email. Okay. So let's

1:57hit share. And now that's shared, I'm going

2:00to go back to my other user, and we're now

2:03going to see if that item appears in the

2:05shared

2:06with me section. And if I click on that,

2:08you'll see that it now appears. It also

2:11shows you

2:11who shared the item. So if you're wondering

2:13where content has come from, there's now a

2:16little bit of signaling to help you

2:17understand who's sharing content with you

2:20and maybe why

2:20they might want you to see that content.

2:23You can see examples in an organization

2:25where

2:25you maybe want to know that a manager has

2:27shared something with you. So maybe it's

2:29important

2:29and you should take a look because it's

2:32part of a discussion. Now, the next thing

2:34we're

2:34going to do is we're going to remove the

2:37second user's access via the permissions

2:39interface

2:40to this view. And then we're going to come

2:42back here and see what's happened to this

2:44view. Okay. So let's go back here. And we

2:47actually shared this specific visualization

2:50.

2:50Really metric with a user. Let's go down

2:53this time to permissions. And it's

2:55important to

2:55bear in mind that sharing and permissions

2:58are two separate concepts. So let's go

3:01ahead

3:01and remove access to all users. So the only

3:04person that's going to have access is the

3:07original author, which in this case is the

3:09current user that's logged in, not the user

3:12who this metric has been shared with. So

3:15now let's go back to this view. And I haven

3:18't

3:18refreshed this page yet. You can see that

3:20this user in the previous instance had

3:22access

3:23to this. Now, if I refresh this page, you

3:26'll see that I now get a notification

3:28telling

3:29me that permission is required. If I click

3:33on the view, I actually get the ability to

3:35request access. And that request access is

3:40essentially in the form of an email. So I'd

3:45go ahead, request access, and then that's

3:47sent to the user. And I did this a little

3:49bit earlier on before I started recording

3:51this video. And this is what it looks like.

3:54I've had to sort of blank out my email here

3:56, but it also gives some context as to the

3:57user's

3:58email. So basically it says, "Tim has

4:00requested access to this particular metric

4:03." When you

4:04go to the metric, the user can then share

4:06that metric and make sure they have the

4:08necessary

4:09permissions they need to look at that. And

4:12so this is a really nice feature. It's

4:13giving

4:14users the ability to request access to

4:16stuff rather than just basically waiting to

4:18be given

4:19access to stuff and not see what they're

4:21supposed to be able to see.

4:23Okay, so we've covered what happens when

4:25you share content. We've covered what

4:27happens

4:27when you remove permissions. What happens

4:29when you delete content? Well, let's go

4:32back

4:32to my original user. Let's delete this

4:34particular view so it's no longer a metric

4:36that's available

4:38in the server at all. Then let's go back to

4:41my shared reviews. We can click explore

4:44other

4:44content, go back to shared with me, and now

4:47you see the item's completely disappeared.

4:50So when you delete content, it disappears.

4:52When you remove permission, it still

4:55remains

4:55shared with the user, but they can no

4:57longer access it and they need to request

4:59permission

4:59to see it. And again, it's really important

5:02to emphasize that all of this was already

5:05available to the user because on this

5:08server, every user has access to everything

5:10. There's

5:11only two of us. And so sharing and

5:13permissions are two separate concepts. I

5:16think that's

5:16something that's going to confuse a lot of

5:18people, so it's worth bearing in mind.

5:19Okay, that's it for the video. If you've

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