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Working in shared spaces

A shared space is a section of the Qlik Cloud Analytics hub used to develop apps collaboratively and control access to apps. You can find your shared space using the spaces drop-down in Catalog.

Space roles are assigned to members when they are added to a shared space. Each space role is a set of permissions that define what members can do in the shared space.

The following space roles are available in shared spaces:

  • Owner: You are the first administrator that can manage the space and its members as well as create content in the space. This role cannot be assigned to other members of the space unless you are an administrator. This space role also cannot be removed from the space member without administrator action. It is not possible to remove a member with the Owner role from the space, unless you have access to the Management Console as an administrator.
  • Can manage: You can manage the space and its members as well as create content in the space.
  • Can edit: You can add and edit content in apps. You cannot manage the space and its membership.
  • Can edit data in apps: You can add and edit content in apps, as well as edit the load script of apps in the shared space. You cannot manage the space and its membership.
  • Can view: You can view apps in the space, but cannot create content or manage the space.
  • Can consume data: You can consume data sources, but cannot create or edit data sources. They cannot create content or manage the space. See Managing data sources in spaces to learn about data sources inside a space.

Members can be assigned different roles in a space. They can also be removed from spaces. For information on managing permissions in a shared space, see Managing permissions in shared spaces.

You can create new apps directly in a shared space. You can also move apps from your personal space to a shared space so other members can work on them. For more information on collaborating with users in a space, see Using apps in shared spaces.

You can share apps in a shared space with non-space members, see Sharing apps with users who are not space members.

Creating shared spaces

A space's owner is the user who created the space. The owner of a space cannot be changed in the cloud hub. Space owners can be changed in the Management Console.

Tenant admins, analytics admins, and users with the Shared Space Creator user role can create shared spaces. By default, all users with Professional or Full User entitlement are automatically assigned the Shared Space Creator role. For more information, see Assigning security roles.

Do the following:

  1. Click Add new and select Create space.

  2. Enter a name and a description for the space. The name must be unique.
  3. Click Create.

Adding members to shared spaces

Members can be added to the space by the owner or members with the Can manage role.

If your tenant administrator has enabled groups, you can add groups of members to your space. If a space member has individual permission and group permission in a space, the highest permission level is applied. User groups are created in the identity provider.

Information note A tenant admin or analytics admin can assign themselves a Can manage role in a space to be able to share apps. A tenant admin can also take ownership of the space to share apps.

Do the following:

  1. In the space, click Space details and select Members.
  2. Click Add members.

  3. Search for users or groups by name and select the members you want to add to the space.

  4. Select permissions for the new members and click Add.

You can also add all users as members to a space to easily share content with everyone in the tenant. For example, if you have apps with information that should be generally available, you can store the apps in a space that anyone has access to.

Do the following:

  1. In the space, click Space details and select Members.

  2. Click Add members.

  3. Select permissions in the dropdown list next to Anyone at <your_tenant_name>.

  4. Click Done.

Removing members from shared spaces

You can remove members from a space.

Do the following:

  1. In the space, click Space details and select Members.
  2. Click the more actions icon More actions next to the member you want to remove from the space.
  3. Click Remove.

Editing the names and descriptions of shared spaces

You can change the name and description of the space.

Do the following:

  1. In the space, click Space details and select Edit space.
  2. Change the name and description and click Save.

Deleting shared spaces

You can delete a space. Only the tenant administrator, analytics administrator, or a user with the Is owner or Can manage role can delete a space.

  1. In the space, click Space details and select Delete space.
  2. Click Delete.

Collaborating with others on app development

When collaborators are given sufficient permissions in a shared space, they are empowered to work together in the construction of an app, from start to finish.

One of the main benefits of shared spaces is the ability to easily switch content between private and public access. For example, a user could start by developing a sheet privately, then making it public so others can try consuming it, editing it, and adding new content to it.

Space members can easily Duplicate public content, creating a private copy for themselves which they can then adjust and fine-tune. Revised copies of content can then be made public again so other collaborators can review the changes. Public sheets, bookmarks, and stories can also be made private by other users who didn’t necessarily create them. These features, including the variety of available space roles, allow teams to make decisions about who controls what content in the app and what content is considered finished and ready for its functional purpose.

Additionally, users can create and edit notes in the space to make comments on specific parts of an app, such as a visualization or selection state. You can mention users directly in notes and track conversations between team members about app development specifics. For more information about the collaborative benefits of Notes, see Capturing and sharing insights using Notes.

Sample workflow: Developing and sharing apps with shared spaces

There are different ways of developing apps collaboratively and sharing them with other members of your cloud hub. Here is a sample workflow for using shared spaces:

  1. Create an app

    Create an app in your personal space. Add data sources, create a data model, and create scheduled reloads for the app.

    Creating apps and adding data

  2. Create a shared space

    Add a shared space to your cloud hub for collaborative development of your app.

  3. Move your app to the space

    Once the app is ready for collaboration, move your app to your shared space.

    Moving apps between spaces

  4. Add users to the space

    Add collaborators to your space and assign them the Can edit or Can edit data in apps roles. Collaborators must have Professional or Full User entitlement.

  5. Add data to the space

    Optionally, add additional data resources to the space for other collaborators to use.

    Adding and managing your analytics data

  6. Develop apps in the space collaboratively

    All users with the Can edit role can add sheets, stories, and bookmarks to the app. Their content is private until they chose to make it public in the app.

    Users with the Can edit data in apps role can collaboratively develop app load scripts with app owners.

    Using apps in shared spaces

    Granting access to sheets, bookmarks, and stories

  7. Add the target audience for the app to the space

    When the app is ready for its target audience, you can add them to your space.

    If this space is used purely for development, you can move the app to another space to which the app audience has access.

    Managing permissions in shared spaces

    Moving apps between spaces

  8. Update your app

    You may receive feedback from your app audience. An app in a space can be updated at any time with changes to the data model or content in the app.

  9. Retire an app from the shared space

    When the app is no longer required, you can delete it from the cloud hub.

    Deleting apps

  10. Retire the space

    When the space is no longer required, you can delete it from the cloud hub.

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