Team Folders enable you to deliver dashboards and delegate control to different teams within your organisation (or to different clients if you are a service provider). Essentially, it is a form of access control for your dashboards.
A Team Folder appears in the navigation like a regular folder. Only users who have view permissions on the folder will see it. By using Team Folders, you can customise which users see which dashboards. You may choose to limit access to dashboards for security or operational reasons, and to simplify the SquaredUp experience for your different teams. You can also choose to delegate authoring permissions to different users using Team Folders. This allows you to provide different teams, or users, with the ability to create and customise their own dashboards.
Team folders use roles to assign permissions to Azure Active Directory groups or users to control what level of access they have to the Team Folder and content within it.
Permissions can be edited on the Team Folder settings page, including a default role that applies to any user not specified in the role list.
- View - simply allows the user or group to see the Team Folder in their navigation bar and view all dashboards within it.
- Author - has all the same access as the view role, but with the added ability to edit content within the Team Folder. This means that users with the author role can create and publish dashboards, edit dashboards, share a dashboard as Open Access, clone dashboards, move dashboards (to other Team Folders where they also have the author role), and edit the navigation bar for the Team Folder. Authors will need to navigate to the folder where they have author permissions before the + button will appear, and then the new dashboard will be placed in this location on the navigation bar.
- Owner - has all the same access as the author and view roles in addition to the ability to edit the Team Folder itself, including the name of the Team Folder and the Team Folder's permissions.
- No Access - if you wish you can set some users, or even Everyone (default), to have no access.
Administrators have the same access as owners to all Team Folders, along with the ability to create and delete Team Folders. All SquaredUp Administrators have the admin role on all Team Folders. See How to make a user a SquaredUp administrator.
Owner and author roles can be given to any user.
Only Administrators and users with the same permissions in two Team Folders can move content between those Team Folders.
Team Folders are designed to delegate permissions for groups of dashboards to different teams, it is not designed as a per-dashboard access control mechanism like you'd find on a file system. For this reason, Team Folders cannot be nested; a Team Folder cannot contain another Team Folder, and permissions are not ‘inherited’, like you would find in folders on a file system.
Creating a new Team Folder
To create a new folder and simultaneously make it a Team Folder:
- In SquaredUp click on the right-hand menu ☰ > system > team folders
Click the create button under the list of Team Folders. This will create a new Team Folder at the root of the navigation bar.
- Give the folder a name.
- By default everyone is given the role no access. For the users you wish to be able to see this folder, add individual users or an Azure Active Directory group of users to the list and give them the view role.
- If you wish you can also add individual users or a group of users and give them the author or owner roles.
- You, other Administrators or any authors or owners can now add dashboards, or sub-folders to this Team Folder.
Converting a folder into a Team Folder
Alternatively, an existing normal folder can be converted into a Team Folder. All content in the folder will be retained in the Team Folder and by default it will be given view, allowing anyone to see it. A folder can only be converted into a Team Folder by an admin, and once a folder has been converted to a Team Folder it cannot be turned back into a normal folder.
- In SquaredUp navigate to the folder you wish to make into a Team Folder.
Click on the view folder settings button at the top right of the page.
Click the permissions button
Click the convert button.
The folder is converted into a Team Folder and the permissions box is visible so that straight away you can adjust permissions to control who can view and edit the contents of the folder. By default, everyone is given view access to the Team Folder and the dashboards within it:
- You may want to change the everyone group to a role of no access.
- For the users you wish to be able to see this folder, add individual users or a Azure Active Directory group of users to the list and give them the view role.
- If you wish you can also add individual users or a Azure Active Directory group of users and give them the author or owner roles.
Deleting a Team Folder
Only Administrators have the ability to delete Team Folders. Deleting a Team Folder causes all of the content within the Team Folder to also be deleted, including any unpublished drafts in the Team Folder.
Moving a Team Folder
Administrators can move a Team Folder from the right-hand menu ☰ > system > Edit Navigation by editing the top level navigation bar.
A Team Folder cannot be moved into another Team Folder.
Sorting the dashboards within a Team Folder
Each folder has its own settings page which shows the contents of the folder. Administrators and users with author or owner permissions to a Team Folder can go into the folder settings page to sort dashboards within the folder or add subfolders.
- In SquaredUp navigate to the Team Folder.
Click on the view folder settings button at the top right of the page.
Click on the edit this folder button.
Click on the dashboard 'handle' to drag it to a new position.
Moving a dashboard in or out of a Team Folder
- Users with author or owner permissions can move a dashboard out of a Team Folder and into another Team Folder, if they have author or owner permissions on both Team Folders.
- Administrators can move a dashboard out of a Team Folder and onto the global navigation bar, or into another Team Folder.
Browse to the dashboard you want to move. Alternatively, you can also open a dashboard from the Team Folder settings page by clicking on the view dashboard button.
Only Administrators can move a globally viewable dashboard into a Team Folder, as only Administrators have permissions to edit the globally viewable dashboard.
Click the edit this dashboard button:
Click the move button:
- The team folder dropdown list will show all the Team Folders you have permissions as author or owner and are therefore able to move this dashboard in to. Only Administrators will see the everyone option in this dropdown list as only they can add dashboards to the global navigation structure
- Select the folder you want to move the dashboard in to.
- If there are other dashboards in the Team Folder, drag your dashboard into position in the navigation structure.
Click the move button to complete the move.
Enabling a dashboard in a Team Folder for Open Access
If you share a dashboard within a Team Folder as Open Access by generating an Open Access URL, this URL will potentially be viewable by anyone, and viewing will not be controlled by the Team Folder permissions.