Overview
A saved Operations Schedule report view can stay private, or be shared with specific people for view-only or editor access. This article covers both sharing levels and what each grants a recipient.
This article is for Event Coordinators, Facilities Managers, and Platform Admins. See Saving and Managing Operations Schedule Report Views first for how saved views work.
Prerequisites
- A saved view already exists.
Step by Step Instructions
Sharing with specific people
- From the Save view dialog, or Edit details in Manage views, open the Sharing section.
- Select "Shared with specific people" and search for recipients. Only platform users with the correct permissions appear in results.
- Set each recipient's access: View (default) or Edit.
- Save. Up to 500 recipients are allowed per view, regardless of access level. Removing a recipient and saving immediately revokes their access.
What a recipient can do
- View access. The view appears under "Shared with me" in the picker and in Manage views, with the owner's name shown. Selecting it applies the filters and runs the report. No Rename, Edit details, or Delete.
- Edit access. Everything View access allows, plus Update view and Revert on a loaded view (same as the owner), and Rename or Edit details from the Shared with me tab. A "Shared / Edit" indicator appears near the picker while editing a shared view. Delete and sharing changes remain owner-only regardless of Edit access.
Common Variations or Use Cases
- A recipient loses the correct permissions. The view stops appearing in their picker going forward. Nothing is proactively removed from the record.
- Unsharing a view. Switch the Sharing section back to Private at any time.
Settings and Configuration Options and Definitions
| Sharing level | Who sees it | Who can edit |
|---|---|---|
| Private (default) | Owner only | Owner only |
| Shared with specific people, View | Owner and named recipients | Owner only |
| Shared with specific people, Edit | Owner and named recipients | Owner and Edit recipients |
Troubleshooting
- Recipient search comes up empty. Only platform users with the correct permissions are eligible recipients.
- An editor can't delete or unshare a view. Expected. Those actions remain owner-only no matter the recipient's access level.
Related Articles
- Saving and Managing Operations Schedule Report Views
- Managing Saved Views and Schedules Platform-Wide