Liven Insights User Guide - Organising Content

Organising and managing access to content

Liven Insights stores Looks (saved snapshots of data from a query) and dashboards (collections of tiles that show visualised query results) in folders. Access to these folders is controlled by access levels and user permissions.

Important: Be careful when organising folders. Changes can affect all users who have access to each folder, including your personal folder if other users have access to Looks and dashboards from your folder.

Folder access levels

A user or a group of users can have one of two access levels for a folder:

• View: The user or group can see the folder, view the Looks and dashboards inside it, and copy the Looks and dashboards in the folder.
• Manage Access, Edit: The user or group has View access and can also manage access to the folder and edit the folder and its content (including renaming folders, moving content, and deleting Looks and dashboards).

Viewing and managing folder access levels

To manage a folder, you need both the appropriate permissions to Manage Access, Edit access level for that folder. This lets you edit the name of a folder, create subfolders, and specify which users can view or manage the folder.

1. Navigate to the folder.
2. Click the Toggle Dropdown gear icon settings.
3. Select Manage Access.If you are not allowed to change access levels, you cannot manage the folder. The permissions levels will not be selectable, and there will not be an option to add a new group or user.
4. If a text field with the placeholder text Add group or user appears below the other groups and users, then you can manage the folder.
5. If the folder is a subfolder, Liven Insights shows whether this folder inherits its access-level settings from its parent.
6. If you want to customise access-level settings for a particular set of users and groups, you can add those users and groups to a list and manage each of them individually.
• To change the access level for a user or group, select the current access level and choose the one that you want instead. You cannot change the ability of Liven Insights admins to manage the folder.
• To remove the access level from a group or user, select the X beside the name.
• To add one or more groups or users, select the Add group or user field, choose a group or user, and then select the desired access level. Select Add to set the access level for the group or user.

Creating a folder

You can create a new folder within the Shared folder or your personal folder. By default, a folder inherits the folder access levels of its parent.

1. Navigate to the parent folder.
2. Click the New button.
3. Select the Folder option.
4. In the Create folder window, enter a name for the folder.
5. Select Create folder.

Setting your default folder

By default, Liven Insights displays Shared folders in the left navigation. If you set a different default folder, it replaces Shared folders in the left navigation.

To set a different folder as your default folder:

1. Navigate to the folder that you want to set as your default folder.
2. Click the Toggle Dropdown gear icon settings.
3. Select Set as your default folder.

The default folder appears in the Folders section of main navigation.

Renaming, moving, or deleting a folder

You can rename, move, or delete subfolders within Shared or your personal folder. However, you cannot change top-level folders, such as Shared or your top-level personal folder, in this way.

1. Navigate to the folder.
2. Click the Toggle Dropdown gear icon settings.
3. Select Rename, Move, or Delete.

Important: Use caution when you delete a folder. In a single action you can delete all folder content, which could include subfolders. This might be able to recover the content, but — even if this is possible — the content will be returned to the personal folders of the users who created it and not back to the folder that you deleted. Please reach out to the data team.

Copying or moving Looks and dashboards

If you have the Manage Access, Edit access level for a folder, you can copy or move its Looks and user-defined dashboards to another folder.

If a dashboard has tiles that are based on Looks, then those Looks must be in the same folder as the dashboard. If you try to move a Look that is used in a dashboard, Liven Insights instead makes a copy of the Look in the new location and keeps the Look in its original location. This ensures that your dashboard doesn't have any missing tiles. If you copy or move a dashboard to a new location, then Liven Insights will copy or move its Looks to the new location as well.

1. Select the checkbox for any items that you want to change. If you have the pre-built Liven Insights homepage enabled and are in grid view, you can hover over a thumbnail to see the checkmark and then select it to include the Look or dashboard.
2. Once a box is checked, select Copy or Move.
3. In the Copy window or Move window, select the name of a top-level folder on the left to navigate to it.
4. Select a subfolder from the list, or navigate down to a subordinate subfolder. You can also enter the subfolder name into the Filter by title field to filter the list.
5. Select OK.

Deleting Looks and dashboards

If you have the Manage Access, Edit access level for a folder, you can delete its Looks and dashboards.

1. Select the checkbox for each Look or dashboard that you want to delete.
2. Click Move to Trash.
3. In the confirmation window, click OK.If you delete a Look that is the source for a dashboard tile, the dashboard's Look-linked tile returns an Element not found error. For dashboards, the confirmation window may show an option to Move an additional X Looks associated with the above Dashboards to the trash. When the option is selected, Move an additional X Looks associated with the above Dashboards to the trash deletes any Looks that are associated with the dashboard. However, Liven Insights only deletes those Looks they aren't scheduled for data delivery, used in other dashboards, favorited, or public. Hover over the link at the bottom of the confirmation window to see the list of Looks that are identified for deletion. If you don't see the Move an additional X Looks associated with the above Dashboards to the trash option, Liven Insights hasn't identified any Looks that can be deleted safely.