Sharing Views

About View Sharing

Views have different levels of sharing:
  • Private (My View)

    Views created by users and not shared with others.

  • Shared

    Views created by users or administrators and shared with others.

  • System

    Views provided by the system and available to all users. Administrators can modify system views for all users. For details, refer to Managing System Views.

System views are added to your menu automatically. You can use the Manage Views page to add shared and private views to your menu. For details, refer to Customizing Your Menus.

You can also personalize shared and system views by adding your own feeds and widgets. These changes are only visible to you unless you modify the shared view.

View Sharing Capabilities

You are the owner of views you create. You can share the view with users, groups, or resource teams and you can designate other users as co-owners, collaborators, or viewers. You cannot change the primary owner of a view, however.

All users you share views with can run the view. Content returned by feeds added to shared views is controlled by user privileges.

The following tables list the shared view capabilities for each view role.

Activity and Calendar Views

The following capabilities apply to activity and calendar views.

Role Capabilities
Owner All capabilities.
Co-owner
  • Modify view properties (name, description)
  • Add and remove filters and work item list display fields (activity views only)
  • Modify sharing
  • Delete view
  • Add feeds
  • Remove feeds
Collaborator
  • Add feeds
  • Remove feeds
  • Add and remove filters and work item list display fields (activity views only)
Viewer
  • View shared feeds

Dashboard Views

The following capabilities apply to shared dashboard views only.

Role Capabilities
Owner All capabilities.
Co-owner
  • Modify view properties (name, description)
  • Modify sharing
  • Add widgets
  • Modify widget parameters (name, size, etc.)
  • Modify widget position
  • Delete widgets
  • Delete view
  • Modify dashboard layout
Collaborator
  • View shared widgets
Viewer
  • View shared widgets

Backlog Views

The following capabilities apply to backlog views only.

Role Capabilities
Owner All capabilities.
Co-owner
  • Modify view properties (name, description)
  • Modify sharing
  • Delete view
  • Add feeds
  • Remove feeds
  • View candidates list
  • Accept work items to the backlog.
  • Prioritize work items in backlog
  • Remove work items from the backlog
  • View progress reports
  • Modify feed order
  • Modify backlog start and end dates
Collaborator
  • Add feeds
  • View candidates list
  • View list of prioritized work items
  • Prioritize work items in backlog
  • View progress reports
Viewer
  • View list of prioritized work items
  • View progress reports

Sharing a View With Other Users

To share a view:

  1. Select Home or a pinned application or application group.
  2. Click the Manage Views icon (image) in the navigation pane.
  3. Create a new view or edit a view that you own or co-own. If you are editing a view, select the Shared View icon in the upper right corner.
  4. Select the Sharing tab.
  5. Select or search for the users, groups, or teams to share the view with, then click the red plus sign to add them to the share list.
  6. By default, each selection is given viewer access. To change the access level, select a row, then choose one of these options:
    • All Users (image)

      Viewer access only.

    • Teams (image)

      Viewer or Collaborator access.

    • Groups (image)

      Viewer or Collaborator access.

    • Users (image)

      Co-owner, Collaborator, or Viewer access.

  7. Select the Send notifications about sharing check box to notify users by e-mail that the view has been shared with them.
  8. If you are an administrator, you can select the Automatically pin view to menus check box to add the view to the menus of users who share the view. Users cannot remove menu items you pin using this check box.
  9. Save your changes.