The Shared folders folder is the default location for all Dashboards and Looks intended to be shared with an organization (or perhaps with one or more departments in an organization). For the most part, there are three levels of Dashboard and Look sharing:
- Not shared at all. If a Dashboard or Look is intended for your use only, you can store this item in your personal folder and not give anyone else access to the folder.
- Shared with a few people. If you want to share a Dashboard or Look with a selected group of people, you can store that item in your personal folder and then give access to specific users and/or specific groups.
- Shared with everyone. If a Dashboard or Look is intended for use by your entire organization (or by an entire department), you can store that item in the Shared folders folder. Items in Shared folders inherit the access settings configured for the Shared folders folder: if everyone in the organization has access to Shared folders then everyone in the organization will have access to the Dashboards and Looks found in that folder. (Keep in mind, however, that only administrators have the right to store items in the Shared folders folder.)
Of course, you don’t have to give everyone access to a folder; that’s up to you. Alternatively, you can also create sub-folders and use different access permissions for each of those folders. For example, you might create a sub-folder named IT and give access only to users who belong to the IT group. Or suppose you access a folder and see something similar to this:
This simply means that this folder contains three subfolders. If you choose, you can set different access permissions on these two folders. Let’s assume that @Janrain Demos is for all users and the other folders are only for users who belong to a specific group. In that case, a user who doesn’t belong to that group will see this when he or she access the Shared folders folder:
By default, each folder in Shared folders represents a single Identity Cloud application. For example, suppose your Shared folders folder looks similar to this:
In this case, that means that, by default, you have three Akamai applications corresponding to the folders @Janrain Demos, @Janrain Internal, and @Janrain Training. Keep in mind however, that a single folder can contain numerous subfolders. For example:
Keep digging, however, and you’ll eventually find a single folder that houses Dashboards for a single application. That’s important to know, because Customer Insights is limited to working with one application at a time. For example, suppose you have three applications: Applications A, B, and C. You can use a Dashboard to look at user profile counts for Application A, and you can use a different Dashboard to look at user profiles counts for Application B and another for Dashboard C. But you cannot use the same Dashboard to look at the combined profile counts for Applications A, B, and C. To get that combined value, you’ll have to manually add the profile counts for each application.
Incidentally, if you end up nesting folders inside of folders inside of folders, you can use the breadcrumbs at the top of the page to back your way out of your current location: