This article discusses the procedures and best practices for sharing dashboards and data using Incorta.
We recommend that you be familiar with these Incorta concepts before exploring this topic further.
These concepts apply to all versions 4.5+ and version 5.0 of Incorta for customers who implement Incorta on premises or in their own cloud. Exceptions: Downloading as PDF and the use of Public APIs is only available in version 5 and above.
Sharing dashboards is a very common activity between team members and content creators within Incorta. Dashboards and the data they contain can be shared in many ways:
However, before discussing sharing of dashboards, it is necessary to discuss who can share a dashboard based on what security role the user has. The user must have the ability to share objects by virtue of having been granted the appropriate security role either individually or as part of one or more groups that have the privileges. First of all, if you have been granted the Role of a regular "User" role, you will not have the privilege to share the dashboards that have been shared with you. However, if you have been given the right to create content / dashboards and you have been granted the Role of "Analyze User" or "Dashboard Analyzer" then you can share dashboards with other users or via emails and schedules.
Exporting data from a particular dashboard insight is one of the most common methods and understandable use cases for procuring data for yourself, or to share with another person. The process begins by clicking the 3-dots on the upper right corner of an insight.
As the picture shows, the user then has the choice when clicking on the Download option to choose whether the data for that insight should be exported as CSV, XLSX, or as a PDF. For Insights that are displaying graphical elements such as bar charts, pie charts, bubble charts, etc. you will see the choice to download as an image file (PNG, JPEG, SVG) as well as PDF.
As you can see in the above screenshot, beginning with version 5, you will also see an option to send the data from a table insight to a Data Destination. Data Destinations are defined in the Data Tab of the designer.
By clicking the New button in the top right corner of the screen you can add a new Data Destination. You will be presented with a screen listing the types of supported data destinations, which currently include Google Drive and Google Sheets.
For more information on Data Destinations and how to configure them, please follow the link to the Incorta Docs: Data Destinations page. Once a data destination is established, then data from an insight can be pushed to the data destination, just as it can be downloaded locally to your PC as one of the file formats listed above.
Sharing Dashboards can be accomplished in three different ways:
Dashboards can be shared with an Incorta Group or individual users, and when choosing to share the dashboard, the person sharing the dashboard can choose the permissions the share will take: Can View, Can Share, Can Edit.
Note: The Owner of the dashboard will already be listed in the Share List.
Incorta will send an email to the user(s) notifying them that the Dashboard has been shared with them, and providing a link to the object that has been shared (Folder or Dashboard).
Similar to exporting and sharing, Incorta also supports the capability to schedule dashboards for execution and delivery to one or more Incorta users.
To schedule a Dashboard, there are two primary methods:
The Schedule Delivery window (shown below) contains the following configuration parameters to complete your schedule with a mix of options:
Once the schedule has been created from either access method and saved, the schedule will display in the Schedule screen along with its status and next scheduled run time.
Note: Scheduling dashboards requires configuring the email capability in the CMC. See this link for information regarding email functionality from Incorta: Incorta Docs: Tenant Configurations
Some common use cases for scheduling of dashboards:
Beginning with Incorta 5, Incorta’s public application programming interface (API) allows developers to interact with data within Incorta for programmatic uses. The power of being able to access data programmatically opens the door to many new applications. Incorta receives API endpoint request payloads and returns response payloads in JSON. The following document from Incorta Docs discusses the Incorta API implementation.
Best practice use cases for the Incorta API include:
Attached to this document is a Zip file containing sample python code using the APIs. It includes a sample dashboard and a sample insight setup. We use pretty tables to create a formatted tabular output of the json output.