Handle enables easy sharing and pinning of views, streamlining collaboration and access management.
Being able to configure a view of anything in Handle is a fundamental part of the system.
One of Handle’s greatest benefits is that it lets you create views that you can push out and share with other users. While you can share these views in mass with users, there has not been a way to automatically pin them for the people you share to without logging in as each user — until now.
That’s why we created the option to not only share a view but push it as a pin.
In this article, we’ll look at how to share views with both teams and individuals. We’ll also show you how to automatically pin the view for the people you share to.
- Sharing a view to teams and individuals.
- The pin feature and how it works.
- Adding or deleting someone from a shared view.
Share a View with Teams and Individuals
When you create a view, in the right-hand sidebar you have the option to Share and Pin it.
How to Share a View
- Open the Share dropdown. Click the caret next to “Share,” and you’ll see a dropdown of teams and individuals you can share the view with.
- Create a group. Check the teams/users you want to share to. Click OK.
- Set the group’s access level. Click the eye icon, and select the group’s access level.
Can View – They can only read the information you’re sharing with them. They can’t do anything to the view/search.
Can Modify – They can make changes to the information, and it will revert back to the original version when they refresh. This is useful if you create a search for them but want them to be able to change the criteria and search on the fly.
Can Modify and Save – They can modify the overall view and save it for everyone. This is useful when you have more than one person administering the searches or more than one person who can make edits that go across the board.
How to Push the Pin When You Share a View
When you click the caret next to “Pin,” you can create a group of people you want to push the pin to. This automatically pins the view for everyone you share to, so when they log into Handle, they’ll see it as a tab on their dashboard.
- Open the Pin dropdown. Click the caret next to “Pin,” and you’ll see a dropdown of teams and individuals you can push the pin to.
- Create the group. Select the teams or individuals you want to automatically pin this view for and click OK.
- Set the pinning option for the group. Click the pin icon next to the group and select the appropriate option.
- Click Save inside the view to save your changes
Unpinned – Generally, you won’t select this option when setting up a new group. You’ll use this function to unpin someone after you have already added them to a group and pushed the pinned view.
Be aware, removing a user from a group does not unpin the view from their dashboard. It only removes tracking for the pin defaults. To actively unpin a view for a user, you must push the “Unpin” command to their dahsboard by adding them to an “Unpin” group. A user may also unpin the view manually after a view is pinned to their dashboard. If they do that, a new group will be created automatically of people who unpinned it.
Unpinned can also be useful if you previously shared a view but want to change to a whole new view. You can unpin the previous view for all and set a locked pin on the new one.
Unlocked Pin – The view was automatically pinned, but users are able to unpin it.
Locked Pin – The view was automatically pinned, and users cannot unpin it.
Add or Remove Someone from a Pinned Group
If you need to add or remove someone from a pinned group, here’s how to make that change.
You have two options when adding a new user or group of users. You can either add them to an existing group OR create a new group.
Add to Existing Group
- Click the caret next to the “Pin” group to add the user(s).
- Select the teams/individuals you’re sharing/pinning to and click OK.
- Click Save to save your changes.
Create a new group by clicking “Add Group.”
- Select the teams/individuals you’re sharing/pinning to and click OK.
- Set the pinning options for that group. Click the pin icon and give the group the appropriate pinning classification: unpinned, unlocked pin, or locked pin.
- Click Save to save your changes.
- Note: If you refresh the page, the new group will now be incorporated into the existing group if the settings match an existing group.
Here are some things to keep in mind:
If you add someone to a new group, they are automatically removed from any other group they were added to. This allows you to change settings for individual teams or people.
For example, if we have a group of three users that includes Gordon, when we add Gordon to a new group, he is removed from the original group. Now, we can apply different settings to Gordon and the original group.
When you add someone to a group that has not already been shared to, they are automatically added to Share, but only with the default, or view-only, option. To add them to an existing share group, you must adjust their settings to match that group.
For instance, if we add Greg to our existing pinned group, he is also added to a new share group with “Can View” settings. We must open the share settings and reclassify him as “Can Modify” (or whatever setting the original group has). Then, when you refresh, you’ll see him in the same group as the others.
When people are unpinned from a group, they must be added to a new group with the Unpinned setting. This happens whether you unpin them or they unpin themselves.
Example 1: we shared a view and pushed the pin to a group that included Bill. Later, we decided to unpin Bill. We created a new group with the permission set to “Unpinned” and added Bill. Now, he is no longer in the pinned group. Instead, he is in a new group set as “Unpinned,” and the view has been unpinned from his dashboard.
Example 2: Bill is in a group where the view is “Unlocked Pin,” and Bill selects “Unpin” himself from the dashboard. The owner of the view will see Bill appear in an “Unpinned” group the next time they log into the system.
