Sharing storyboards

Share a storyboard with other users as well as key project stakeholders so that you can collaborate and communicate meaningful insights. When you share a storyboard with a user or change a user's access level, both the user and the Storyboard creator are notified by email.

Overview

Levels of access

When you share a storyboard with other users, you can choose their level of access:

• Read Only can open the storyboard but cannot change it. Default setting for sharing
• Editor can open and change the storyboard

Sharing options

You can share storyboards with individual users or with user groups via the following methods:

• share with specific users grants edit or view rights to a specific user or workflow groups.
• share using an anonymous link grants view rights to anyone with the link (even non-users) or specific user groups. You are limited to one anonymous link at a time. To generate a new link, you must delete the existing one and create a new one.

Share with a user

1. Open the Storyboards app.
2. Open a storyboard, and in the upper-right corner, click Share Storyboard .
3. In the Storyboard Sharing panel, click Users.
4. To add the user to the storyboard, click Manage Users and do the following:
   1. In the list, locate the user or workflow group and click on their name.

      Tip

      Use the search field to filter the names in the list.

   2. At the bottom of the panel, click Confirm Changes.
5. Optional. To grant edit access to the user or workflow group, in the Current Users list, find the name you just added and in the Permissions column, select Editor.

Result The user is granted access to the storyboard and receives an email notification with a link to the storyboard.

Manage Storyboard users

1. Open the Storyboards app.
2. Open a storyboard, and in the upper-right corner, click Share Storyboard .
3. In the Storyboard Sharing panel, click Users.
4. Optional. To remove a user or workflow group from the storyboard, click Manage Users and do the following:
   1. In the list, locate the user or workflow group and click on their name.

      Tip

      Use the search bar to filter the names in the list.

   2. At the bottom of the panel, click Confirm Changes.
5. Optional. To change the access level of a user or workflow group, in the Current Users list, find the user or workflow group and in the Permissions column and select the appropriate permissions option.

Result The storyboard access is updated and the user receives an email notification about the change.

Share an anonymous link

1. Open the Storyboards app.
2. Open a storyboard, and in the upper-right corner, click Share Storyboard .
3. In the Storyboard Sharing panel, click Link.
4. Select the user option you want to share the storyboard with:
   • Anyone (even non-users) Anyone with the link can access the storyboard, even people who do not have a Diligent One account.
   • User groups Select the user groups (Launchpad / Workflow groups) you want to share the storyboard with. Access is restricted to the user groups selected.
     Optional: You can clear a user group by clicking on it again.
5. To share the link, do one of the following:
   • To create a link when none exists, click Generate Link and then copy the new URL to your clipboard .
   • To disable an existing link and then create a new one, click , click Delete, and then copy the new URL to your clipboard .
6. Distribute the link to anyone or the user groups selected that you would like to access the storyboard.
   Note that when you share the link with a specific user group, the users in the user group must be logged in to their Diligent One account to access the storyboard.

Delete an anonymous link

Delete an anonymous link and disable access to the storyboard for anyone who has the link.

1. Open the Storyboards app.
2. Open a storyboard, and in the upper-right corner, click Share Storyboard .
3. In the Storyboard Sharing panel, click Link.
4. Next to the anonymous link, click and then click Delete.