Saving and Sharing Content In C2P

Capture2Proposal was designed to allow flexible use of your data, with a single source of truth for each element, view, or report. However, this can lead to some confusion about content that can be accessed and edited from multiple locations. This reference is designed to help users understand what happens with each type of saving action that is available in C2P.

 

Understanding how different save methods work is important to understanding what is happening with your work, especially in reports and dashboards, where sharing causes everything totake on additional layers of complexity. Here is a quick guide to what to expect with each of the save/share actions you may take in C2P.

 

• Save: This is your standard save action, which updates the item you are working on. If this item is shared with others (i.e., a shared report), or a component in another piece (i.e., a report used in a dashboard), the save action updates the item for all of its viewers and uses.
  • If you are not accessing a report from a dashboard view, AND you save changes to it, if that report that is included in one or more dashboard views you will get a pop-up indicating that this action will affect the dashboard(s). You will then have the option to choose to continue with the save, switch to "Save As" or to cancel the changes.
• Save As: This creates a new item built off of the one that was initially accessed. It will require a new name, and will not inherit the shared status of the original item; you will need to specify this after saving. Updates to each item will be completely separate moving forward. There are a couple of distinctions that are important to note here:
  • If you use "Save As" to save a new report that you opened from a dashboard view, the new report will be shown in the dashboard once your report edits are complete. However, it will not replace the original report in the dashboard until you save the changes to the dashboard as well.
  • If you "Save As" from the open view of a dashboard but do not have edit permissions on the dashboard, your options at the dashboard level will be to "Save As" a new dashboard, or to revert to the original report when you are done viewing. This will not delete the report you saved, it will just prevent it from being shown in that dashboard view.

When you drag and drop one or more items in your menu from a personal location (unshared) to a public location (shared), you will have the options to Move the item(s) to the new location, or to Copy the item(s) to the new location. Which you select will affect what happens next.

• Move: The item(s) will be moved to the new location. Share permissions will be updated to reflect the default share permissions for the new location.
  • If a report or report group is moved, and it is included in a Dashboard, the Dashboard will need to be updated to reflect the new location of the reports.
  • If a dashboard is moved from private to shared, if the report(s) are not already shared, you will be asked whether you want to move the associated report(s) to the shared location, or to copy them to the new location.
    • A Dashboard cannot be moved from a Shared location to a Private one; it can only be copied to the new location. The report(s) are not copied to the private location since they are still fully accessible to the user.
• Copy: The item(s) will be copied in the new location. You will now have two distinct versions of the item(s). They will have the same names, but their paths will be different, and their permissions will be different. Like with Save As, the original item will not be updated when the copy is updated.
  • If the Copy Action was performed on a report or a report group, any Dashboards that were linked to the original version will remain linked to the original version; they will not link to the new version.
  • If the Copy Action is performed on a Dashboard to have versions available in both Public and Private folders, if the report(s) are not already shared, they will also be copied to shared locations.
    • The shared copy will have any new shared reports directed to it; the original version will still point to the original source report(s), not the shared versions.
    • A Dashboard cannot be moved from a Shared location to a Private one; it can only be copied to the new location. The report(s) are not copied to the private location since they are still fully accessible to the user.

 

Note that deleting an item may impact other views. A pop-up informing users of the consequences will be provided before the delete is completed.