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 side menu automatically. For details on adding shared and private views to your side menu, 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:

Select All or a pinned application or application group.
Create a new view or edit a view that you own or co-own.
Select the Sharing tab. If you are editing a Kanban board, click the Save tab.
Select or search for the users, groups, or teams to share the view with, then click the plus sign to add them to the share list.
By default, each selection is given viewer access. To change the access level, select a row, then choose one of these options:
- All Users ()
  Viewer access only.
- Teams ()
  Viewer or Collaborator access.
- Groups ()
  Viewer or Collaborator access.
- Users ()
  Co-owner, Collaborator, or Viewer access.
Select the Send notifications about sharing check box to notify users by e-mail that the view has been shared with them.
Save your changes.

The view is now shared. Administrators can pin the view to the side menu for members of groups, teams, and individual users by editing the resource team, user, or group preferences in Application Administrator. Note that a view that has been pinned using Application Administrator cannot be removed on the Sharing tab in Work Center unless it is removed using Application Administrator; however, a view owner or co-owner can change the view's access level from within Work Center.

Sharing a View Link

Use one of these methods to send a link for a shared view to other users when you run the view:

From applicable views, select E-mail a Link from the Actions menu in the upper right corner.
Select Copy View URL to Clipboard from the Actions menu in the upper right corner. You can then distribute the link through e-mail or by pasting it into a separate document.

View owners and co-owners can use one of these methods to send a link for a shared view to other users when they are editing a view:

Select the Send notifications about sharing check box to send an e-mail to users when you add or remove them from the sharing list. You must select this check box each time you make a change to the sharing list for e-mail messages to be sent. Messages are only sent to users who are added and removed, and not to users who were previously added to or removed from the sharing list.
Copy the link from the Sharing URL box, then distribute the link through e-mail or a Web page.
Click the Send E-mail button to send the link through e-mail.

Note: Make sure the view is shared with users before you send them the link. If you have not shared the view with users and send them a link to the view, they will receive an error if they attempt to open the shared view.

Also, users you share links with should have related applications or application groups pinned to their toolbar.