Organizing assets into folders for Insights

In Insights, your team members can create personal and shared folders to add hierarchical structure to Insights asset management. Using folders, people can more easily organize, navigate through, and discover dashboards, analyses, and datasets. Within a folder, you can still use your usual tools to search for assets or to add assets to your favorites list.

You can use the following types of folders with Insights:

• Personal folders to organize work for yourself.

  Personal folders are visible only to the person who owns them. You can't transfer ownership of personal folders to anyone else.

• Shared folders:

  • Shared folders organize work and simplify sharing among multiple people. To create and manage shared folders, you need to be an Insights administrator.

  • Shared restricted folders are a type of shared folder in Insights that ensure that assets remain in the shared folder. Assets that are created from assets that exist within a shared restricted folder must also stay in the restricted folder. Assets that are located in restricted folders can't be moved or shared outside of the restricted folder. For example, if you create a dataset that uses a data source that's located in a shared restricted folder, the new dataset can't be moved outside of that shared restricted folder.

  All shared folders are visible to people who have access to them.

Topics

• Overview of Insights folders

• Permissions overview for shared folders

• Create and manage permissions for shared folders

• Considerations

Overview of Insights folders

In Insights, you can create personal and shared folders. You can also favorite your personal or shared folders for quick access by choosing the favorite ( ) icon next to it.

You can do the following with personal folders:

• Create subfolders.

• Add assets to your folder, including analyses, dashboards, datasets, and data sources. To add assets to a personal folder, you must already have access to the assets. Multiple assets can have the same name.

Shared folders (unrestricted)

Insights administrators can perform the following tasks with shared folders.

• Create or delete a shared folder and subfolders inside of it. You can move either of these around within the top-level folder.

• Add or remove owners, contributors, and viewers. When you make a person an owner of the folder, you give them ownership of every asset in the folder. For more information, see Permissions overview for shared folders.

The following table summarizes the actions that an Insights user can take when working with unrestricted shared folders based on their role.

Action	Owner	Contributor	Viewer
Share an asset in a folder with users that don't have access to the folder.	Yes	No	No
Modify folder permissions.	Yes	No	No
Create assets in the folder.	Yes	Yes	No
Modify assets in the folder.	Yes	Yes	No
Delete assets in the folder.	Yes	Yes	No
Add an existing asset to a folder.	Yes	Yes	No
Remove an asset from a shared folder.	Yes	No	No
View assets in the folder.	Yes	Yes	Yes
Create downstream assets outside of the shared folder that use assets that are located in the shared folder.	Yes	Yes	Yes*
Create downstream assets in the folder that use assets that are located outside of the folder.	Yes	Yes	No

*The user must be assigned an admin or author role to create assets.

Restricted shared folders

Restricted shared folders provide an additional security boundary that restricts the sharing of data outside of the folder. Administrators with the appropriate IAM permissions can perform the following tasks with restricted shared folders.

• The contributor role is assigned to users that can create and edit assets within the restricted folders. Contributors can't manage the permissions of the folder or of the assets that are in the restricted folder.

The following table summarizes the actions that an Insights user can take when working with restricted shared folders based on their role.

Action	Contributor	Viewer
Share an asset in a folder with users that don't have access to the folder.	No	No
Modify folder permissions.	No	No
Create assets in the folder.	Yes	No
Modify assets in the folder.	Yes	No
Delete assets in the folder.	Yes	No
Add an existing asset to a folder.	No	No
Remove an asset from a shared folder.	No	No
View assets in the folder.	Yes	Yes
Create downstream assets outside of the shared folder that use assets that are located in the shared folder.	No	No
Create downstream assets in the folder that use assets that are located outside of the folder.	No	No

The owner role is not supported for restricted shared folders.

Permissions overview for shared folders

Shared folders have three permission levels. To set folder-level permissions for a user or group, see Create and manage permissions for shared folders.

• Owners - The folder owner owns everything (folders, analyses, dashboards, datasets) inside of the folder. They can create, edit, and delete the assets in the folder, modify permissions on the folder and its assets, and delete the folder entirely. The owner role is not supported for restricted shared folders.

• Contributors - A contributor can create, edit, and delete assets in a folder just like an owner. They can't delete the folder or modify permissions on the folder or on assets where they have contributor access that they inherited from the folder.

• Viewers - A viewer can only view the assets (folders, dashboards, datasets) in the folder. A viewer can't edit or share those assets.

The following rules also apply to security for shared folders:

• Insights readers' sharing status for a folder gets shared with the folder. However, a reader gets only read access to folders, and only dashboard access to visuals.

• Calabrio security is enforced on every object within a folder. The folder applies the same type of security to the assets of whoever the folder is shared with according to their access level (admin, author, or reader).

• The top-level folder is the root folder of any subfolders. When a subfolder is shared at any level, the person whom the folder was shared with sees the root folder in the top-level folders view.

• The folder permission is the permission on the current folder, combined with permissions of all the folders leading to the root folder.

• A shared asset inherits its permission from the folder. A shared asset is created when an asset that belongs to the folder owner is added to a shared folder.

• If you own an unrestricted shared folder, you can transfer ownership of the folder to another Insights admin.

• The owner role is not supported for restricted folders. The contributor role is assigned to authors that create and edit assets within the restricted folders. Folder contributors can't manage the permissions of the restricted folder or its assets.

• The correct IAM permissions are required to update the permissions of a restricted shared folder with the UpdateFolderPermissions API.

Create and manage permissions for shared folders

Shared folders (unrestricted)

To create a shared folder and to share the folder with one or more groups in the Insights console, you must be an Insights administrator. Use the following procedure to share or modify the permissions of a shared folder.

1. From the left navigation, choose Shared folders and find the folder that you want to share or manage permissions for.

2. To open the actions menu for that folder's row, choose the ellipsis (three dots).

3. Choose Share.

4. In the Share folder modal, add the groups and users with whom you want to share the contents of the folder.

5. For each user and group that you add, choose a permission level from the Permissions menu in that row.

6. To update the permission type for an existing user, choose Manage folder access.

7. When you're done setting user and group permissions for the folder, choose Share. Users are not notified that they now have access to the folder.

Considerations

The following limitations apply to folders in Insights:

• You can't share folders in your Calabrio ONE account with people in other Calabrio ONE accounts.

• For people who have Insights reader permissions, the following limitations apply:

  • Readers can't own a personal or shared folder.

  • Readers can't create or manage folders or folder content.

  • Readers can't have the contributor access level.

  • In shared folders, readers can only see dashboard assets.

In addition, these limitations apply specifically to shared folders:

• The name of a shared folder (at the top level of the tree) must be unique in your Calabrio ONE account.

• In a single folder, multiple assets can't have the same name. For example, in your top-level folder, you can't create two subfolders with the same name. In the same folder, you can't add two assets with the same name, even if they have different asset IDs. The path to each asset must be unique in your Calabrio ONE account.

• Subfolders are not supported for restricted shared folders.

• Data sources that are located in restricted shared folders must be created with the CreateDataSource API operation.