Sharing is the process of giving a subuser rights to information and privileges regarding fleets, teams, marker categories, reports, or hierarchy nodes. There are two basic ways that these items can be shared with subusers, depending on whether the item is public or private.
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Public items are generally available to all subusers with sufficient rights. These rights can be granted to roles (which are then assigned to users), or they can be assigned directly in the user dialog box. Creating a public item is called public sharing.
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Private items are available only to the user that created them. The user can optionally share these items on a case-by-case basis with other users. These rights are granted by editing the private item. Extending these rights to an individual subuser is called private sharing.
Typically, public sharing is used for granting rights to employees who work on a regular basis with items, while private sharing is for special cases, such as sharing the right to view all vehicles that make pickups or deliveries to a customer site with that customer.
Tip
You can combine public sharing with private sharing. For example, you can publicly share viewing rights to all the fleets in the system with an employee, then privately share edit privileges to a particular vehicle.
Whether you are sharing at the private or public level, you can control which rights a subuser has to shared items. For collections, these rights are divided into item rights (rights to work with the collection) and member rights (rights to work with the items in the collection). When an individual vehicle, driver, or marker belongs to more than one fleet, team, or category, a user's member rights to that to that vehicle, driver, or marker are determined by the fleet, team, or category that grants them the most privileges.
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Item |
Public or Private? |
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Fleets |
When created using the Fleets & Teams screen, fleets are private unless explicitly designated as public. Public fleets defined in this way are shared with every subuser of the account that has been granted rights for seeing or working with fleets. Every node in the hierarchy implicitly defines a fleet with the same name as the node. Rights to these fleets are shared as hierarchy or hierarchy item rights. |
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Teams |
When created using the Fleets & Teams screen, teams are private unless explicitly designated as public. Public teams defined in this way are shared with every subuser of the account that has been granted rights for seeing or working with teams. Every node in the hierarchy implicitly defines a team with the same name as the node. Rights to these teams are shared as hierarchy or hierarchy item rights. |
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Categories |
Marker categories are private unless explicitly designated as public. |
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Reports |
All saved reports are private unless explicitly designated as public. |
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Hierarchy |
The hierarchy is always public, but only in the sense that a user assigned to a hierarchy node has public rights to all of its child nodes. |
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Hierarchy items |
The subusers assigned to nodes in the hierarchy and the fleets and teams implicitly defined by hierarchy nodes are always public, but only in the sense that a user assigned to a hierarchy node has public rights to users, vehicles, and drivers assigned to its child nodes or unassigned nodes. Subusers cannot see items assigned to parent nodes or nodes on other branches of the hierarchy. |
To share publicly with a subuser using the Subusers screen:
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From the Tasks section of the navigation bar choose Subusers.
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In the Subusers screen, click the subuser's username.
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On the Rights tab of the Edit User dialog box, assign a role that has rights to the public items you want to share or set the rights explicitly.
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Click Save to save your changes.
To share publicly with a subuser using the hierarchy:
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From the Tasks section of the navigation bar choose Hierarchy. The Hierarchy screen opens.
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Enter a search term in the Search field.
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Select a result from the Users section of the results drop-down list. The table is updated to show the subuser selected.
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Click the name of the subuser that you want to share with. The Edit User dialog box opens.
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On the Rights tab of the Edit User dialog box, enter the roles and select the permissions to public items that will be given to this subuser.
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Click Save to save your changes.
To share privately with a subuser using the Fleets & Teams screen:
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From the Main section of the navigation bar choose Fleets & Teams.
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Click the Fleets or Teams tab, depending on whether you want to share a fleet or a team.
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Select the fleet or team to share from the list, or click the Create Fleet or Create Team button and create a new one.
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Click the User Permissions tab on the right panel.
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Locate the user you want to share privately with in the grid. Clear the Available to all users (Public) check box on the Details tab to make the fleet or team private.
Warning
Clearing the Available to all users check box converts a public fleet or team into a private one! Only do this if you want to make the fleet or team unavailable to all users it is currently shared publicly with.
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Click and expand the drop-down menus in the Item Rights and Member Rights columns, then select an option from each menu. These changes do not take effect until you have signed out then signed in again.
To share privately with a subuser using the Marker Categories screen under the Tasks section:
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Select the category to share in the list on the left.
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Click the User Permissions tab on the right panel. Clear the Available to all users (Public) check box on the Properties tab to make the category private.
Warning
Clearing the Available to all users check box converts a public category into a private one! Only do this if you want to make the category unavailable to all users it is currently shared publicly with.
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Select the user you want to share privately with.
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Click and expand the drop-down menus in the Item Rights and Member Rights columns, then select an option from each menu.
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Click Save.
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The changes do not take effect until you have signed out then signed in again.
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