How to Share Storyboards with Individual Users Guide - Beta

New in beta - we now have the capability to share a Storyboard with an individual user. Previously, Storyboards could only be shared with a Data Access Role. With Share Storyboard with a User, you can now share Storyboards with exactly who you want, regardless of the recipient’s role while still respecting data level role-based security restrictions under Data Access Roles. You can still share as Storyboard to a role, but now you can also share to someone outside of this role. And removing sharing from individual users is as simple as clicking the ‘Remove’ button. This flexibility enables quick, focused collaboration, better feedback loops, and higher-quality outcomes before going live to a broader audience.

Permissions

To get started using this feature:

1. During the beta period, you will need to have the feature flag enabled. Please raise an ADMIN - Activation ticket via the Help Center to activate this feature for yourself and a small group of beta testers. This step will no longer be required once the feature becomes Generally Available (GA). 

2. Ensure you have the permissions - You will need the new permission CanShareStoryboardwithUser and the regular Storyboard sharing permissions - CanPublishDashboards and CanViewDashboards enabled to be able to share your Storyboards with others. During the beta period, your recipients should also have the CanShareStoryboardwithUser permission enabled. 

These permissions are accessed from Admin > Application Access Role > Permission > Select the permissions> Update Permissions.

How to share

Just like Sharing a Storyboard with a role, you can share your Storyboard with an individual user through either the Storyboard Library or the Settings tab within a Storyboard. 

1. Storyboard Library 
2. Storyboard Settings

Storyboards can be shared through the three dots at the end of the row in the Storyboard Library page.

Or they can be shared through the Settings tab at the top right of the Storyboard title navigation bar in a Storyboard.

Step 1:
Click the Sharing button then select the Category from the dropdown menu or  you can create a new category by typing in the new name into the select… box. 

Step 2: 
Next you will choose the Users and/or Roles you want to share with along with the applicable permissions. You can select both roles and users by switching between the Roles and Users tabs. 

To add individual users, click the Users tab and search for users in the Add a User search box by typing at least 3 letters: 

Step 3: 
Decide whether the people you're sharing with:

• Can View
• Can View & Edit
• CanChangeFilterSet

Please note that your Data Access Roles (DAR) will control what data users have permission to view or edit in line with your Role-Based Security settings. Newly added users will show with a ‘new’ tag until you click the ‘Share’ button to save your selections. 

Step 4:

Click Share to save all of your selections. It will share to both your selected roles and users in a single click. 

How to unshare:

Step 1:

To unshare a Storyboard or edit permissions, go back into the Storyboard Library settings or the Settings panel in the Storyboard. 

Step 2:

On the Users tab, find the user that you wish to unshare a Storyboard. You can either use the search box or you can sort by email, first name or last name. 

Step 3: 

Click Remove at the end of the row with their name. 

Step 4: 

Save your changes by clicking the Share button at the top of the page. 

Core Principles

1. Share with Users is additive to Role-based sharing
   • You can only share with users after the storyboard is published to at least one Category. You can select an existing category or create a new category. 
   • A Storyboard can be shared just with a User and does not have to be shared with a Role. 
2. Data security is unchanged
   • RBS/DAR governs the data rows/objects a user sees.
   • Sharing a storyboard does not grant data access—it only grants access to the storyboard container itself.
   • This feature utilises the Publish To permission to generate the eligible list of candidate users who can be shared with individually. You can create restrictions to limit sharing within specific entities by tying the Publish To permission to a specific DAR. Learn more about the Publish To permission in the Introduction to Role Based Security article. 
3. Access by Role or User level
   • Access to the Storyboard can be granted by role, by user, or both.
   • If a user has access via both, removing one path won’t revoke access if the other still exists.
4. Sharing and Unsharing
   • Sharing with a User mirrors the existing functionality of sharing with a Role - for example, any person with the permission to edit the Storyboard has the power to unshare or delete the Storyboard. A deleted Storyboard cannot be recovered. 
   • When sharing with an individual User, you will automatically be added to the list of individual users. This is so you do not lose access to the Storyboard. 
   • A User with the permission CanShareStoryboardWithUser can remove themselves from the list of recipients.
   • A User with the permission CanShareStoryboardWithUser can unshare the Storyboard with the effect of removing everyone’s access and moving the Storyboard into their Unshared Storyboards category and transferring ownership to themselves. 
   • The ‘Shared With’ roles in the Storyboard Library and users column is visible to all users with the CanShareStoryboardWithUser permission.
   • The default limit of 100 users applies to Sharing with a User before you should consider creating a role and sharing through the role. This limit is customizable and can be raised or lowered as required. 
     
5. Competing Permissions
    
   • The highest permission wins.

Scenario: A user gains access via a Role (e.g., View) and via Individual User share (e.g., Edit).

• If any path grants Edit, the User is given Edit privileges.
• This aligns with common least-friction collaboration patterns and avoids surprising downgrades.

Coming Soon

• Audit Logging
• Admin Report

We would greatly appreciate your feedback about your experience using this new feature - what you liked, any bugs you encountered and suggestions for future development by clicking the link below and completing the feedback form.  

Feedback Form