Share with anyone in Analysis Workspace

Transcript

Hey guys, this is Ashok Guropadi from the Adobe Analytics Product Management team. We’re really excited to have launched a new sharing and collaboration feature for Workspace called Share with Anyone. Share with Anyone makes it easy for project creators and editors to share a link to Workspace projects with recipients that may not have access to Adobe Analytics or CGA. While we do have some really well thought through project sharing options today, they’re all intended for users that have analytics credentials, are entitled to the necessary permissions and can or are willing to log in to Analytics or CGA to access the project. That meant, if you wanted to share your analysis or insights with users that did not have analytics access or weren’t part of your experience cloud, your options were limited to sharing a static PDF or CSV version of the project or maybe a screenshot of a Workspace visualization or table. Share with Anyone, as the name suggests, solves this problem by enabling project creators and editors to share interactive Workspace projects without requiring that the recipient be previously set up with analytics access or even log in with their experience cloud credentials. Let’s see how this works. Say you’ve created a project that houses your analysis and insights that you think were worth sharing with a wider audience. Now, if you wanted to share the project with your fellow Workspace users, you can still do that using the Share with Workspace Users option under the Share menu. This lets you search for and find other analytics users within your org and also lets you decide what level of edit or view access you would like to grant specific users or groups. You can also share a link to the project that would require recipients to log in to the project using their analytics credentials and access it in the Edit Copy mode, meaning they will be allowed to not only view the project but also save a copy if they intend to make changes. Again, all of these options assume two things. One, that the user can log in to this specific analytics instance and two, that the user has a necessary permissions to the components you’ve used to build the project. Now, say you wanted to share this very project with colleagues that do not have an analytics login. Maybe that’s a different team or one of your execs unfamiliar with Workspace. You can now do that using the Share with Anyone option also available under the Share menu. The first thing you do is activate the Share with Anyone link. This would let you copy the link and post it to Slack and our teams, email the link or post to OneDrive or Confluence or wherever your team typically collaborates. Say you did not want quote-unquote anyone to access the link. You can, if you choose to, impose an access restriction for this specific link by turning on the Require Experience Cloud Authentication option. Now, if you share a link without this restriction, anyone with access to the link will be able to click through and get to a read-only version of the project. Think of this as a truly credential-free collaboration option. And if you wanted to restrict access to this link to only those users that can successfully authenticate into your Experience Cloud, like for instance the Adobe Marketing Cloud Evangelists Arc in this example, you will turn this option on. Again, this does not mean that the user will need to have analytics or CJA credentials or permissions. All this means is that the recipient will need to have valid access to any one of your Experience Cloud apps like AJO or AEM or Target or even analytics for that matter. Clicking through a link with the security option turned on will first lead users to the Experience Cloud login page and then the read-only version of the project only if they successfully authenticate. A couple of other things that are worth calling out are the fact that you can, if you are the project creator or have admin rights to this analytics instance, you can deactivate the link at any time. This will render the link, if you had previously shared it out with an audience, inaccessible. You can also decide to turn the security option on or off, depending on whether you want the intended recipients to authenticate using their Experience Cloud credentials. Now let’s consider the consumption experience. Here you shared the link with the user and they either pasted it into their browser or clicked through it. The first thing they’d notice is the usage collection model. We do collect some usage data around share with anyone links that can help us monitor performance and improve user experience. But users do reserve the right to opt out of data collection if they choose to. Once they make their choice and click continue, they’d land on a read-only version of the project. Users will be able to interact with the project like they would if they were in analytics, as in apply filters if the project includes any, hover over visualizations and interact with them, hover over data points contained in tables and also apply a different date range if they choose to without affecting the underlying project that you created. Hopefully this constitutes a much better consumption experience than being restricted to PDFs or screenshots simply because the consumer does not have access to analytics. Now back in Workspace, to help users and admins keep track of and manage all those projects that may have a shared with anyone link, we’ve added a few controls to the projects page. You can easily identify which of your projects have an active share with anyone link via the share link column. You can access the shared model by clicking on the status without even having to open the project. You can also filter all your projects by whether they have an active or inactive share with anyone link. These options are intended to ensure you always have visibility into the share status of your projects and so you can easily manage and modify it if needed. And finally, if you’re an admin, you have even more control over how you’d want your users to engage with this feature or if you’d even want to offer this feature to your users at all. We totally get how it might be prudent for you to restrict project access exclusively to your analytics users. If that is the case, then you can simply turn off the share with anyone option across your analytics or CJA instance. If you do want your users to collaborate around a single source of data-driven truth, but you’d prefer that they at least have access to your Experience Cloud Arc, you can do that too by switching on the require Experience Cloud Authentication option. This would allow users to generate a share with anyone link but will restrict access to only those users that can successfully authenticate into one or more apps that live under the same Experience Cloud Arc as your analytics or CJA instance. This could admittedly be a bit confusing if you’re an admin that is new to the Experience Cloud fold, but fret not since all of these nuances are carefully documented under the learn more links. Also worth noting is that the share with anyone option is listed as a permission item under the reporting tool section of the admins console. So if you’re a product admin, you can disable this permission at a per user level in the admin console. So there you have it. We are incredibly excited for you to start using this feature and ensure that you amplify the usability, reach and impact of all the great analysis and insights that Workspace makes possible across analytics and CJA. Thank you.