Share Overview

Share refers to a process that supports owner sharing of selected data fields i.e. views with others for the purpose of receiving feedback (peer to peer, student to advisor, student to instructor), completing academic processes such as Annual Review, applying for graduate school or jobs and/or demonstrating emerging and/or acquired proficiencies. Sharing is synonymous with granting access; the recipient of a shared view has read only access unless other privileges are granted by the owner of the view. Additional privileges that can be granted include giving feedback, forwarding, and archiving. The Share features are subdivided into two distinct areas; Views I Have Shared and Views Shared With Me.

1. Views I Have Shared
   Refers to views you have shared with other people. The Views I Have Shared screen displays the status (see legend screen below for status colors) of all views shared with others. From this screen an owner can share a view or change the details to an existing shared view. A padlock icon indicates the view has been archived and is locked from any further changes.
2. Views Shared With Me
   Refers to Views shared with you by others. The Views Shared With Me screen displays the status (see legend screen below for status colors) of all views shared with you. Views may be sorted by dragging and dropping the column headers from left to right. The far left column is the primary sort column. The Until and Status columns cannot be moved.

Creating shares

The “create a share” process can begin from several screen locations. Regardless of how the process is started, the owner lands on a screen with the title of the view to be shared with a Share button. From that point forward, the process of creating a share is the same.

1. In the Share Access Search screen locate the Group (name) box and type the name of the group or person the view will be shared with. The title should reflect the purpose of the share such as “Merit Committee Review” or refer to who the intended recipient of the share is such as “Chair” or “Director”.

2. Click the Calendar icon next to Share Until to enter the expiration date for the view. Click the Continue button to proceed.
3. Type the name of a person or department into the Search box and then click the Search button. In the example below note that when “English” was typed into the Search box, people and departments with the name English appear.

4. Click the check boxes to the left of intended recipients’ names.
5. Click the appropriate check boxes next to privileges for each person. Privileges include:
• Add feedback to a shared view.
• Forward the shared view to another person(s).
• Archive the shared view (Archiving allows a person to have access to the shared view after the expiration date.)
6. If additional names or departments need to be added to the share group, type the next name into the Search box and repeat the process.

Important Note about Privileges: If feedback is given to one member of a group, all recipients in the group will see any feedback that is given. If no privilege boxes are checked, read only access is granted.

7. When finished, click the Create Share Access(es) button.

When sharing a view immediately after it is created

1. On the View screen displayed after creating a view, click on the Share button.

2. Follow the steps outlined above in the Creating a Share.

When sharing a previously created view

1. Click on the Views screen link in the Navigational Panel.
2. Locate the title of the view to be shared and click the Share button.
3. Follow the steps outlined above in Creating a Share.

Adding recipients to an existing share

1. Click on the Views I Have Shared link in the Navigational Panel.
2. Click on the Open All button to display details of each view.

3. Review the names of those who already have access and add access by clicking the Add Access button to the right of the title of the view you want to add access to.

4. Follow the steps outlined in Creating a Share.

Tracking shares

Tracking shares involves reviewing the names of recipients and/or expiration date of existing shares as well as tracking what actions (give feedback, acknowledge feedback, forward, archive) have been taken.

Reviewing the names or expiration dates of views shared

1. Click on Views I Have Shared link in the Navigational Panel. Shares that have been sent will have a Detail button after the title.

2. Click on Detail button. The screen displays the title of the view with a list of all the groups that received the view and the expiration date.

3. Click the Add Access button to add a reviewer to existing groups listed on the screen. Remember that if one person in the group is granted feedback privileges, all members of the group will see any feedback that is given.

Tracking actions taken by reviewers

1. Click on Views I Have Shared link in the Navigational Panel. Shares that have been sent will have a Detail button after the title.

2. Click the Detail button. The screen displays the title of the view with a list of all the groups that received the view and the expiration date.

3. Use the legend in the lower right hand corner of the screen to interpret the colors in the status column.