1. Publishing and sharing
So far in the exercises for this course, we've been editing existing workbooks. When you first create a new workbook, you'll see that you're in an Exploration - this is basically an unsaved and unshared copy of a workbook.
When you save the workbook, this Publishes it, or makes it available for sharing and editing by others - although at first, it will be visible only to you and any admin teams.
Notice that Publish is grayed out and you're in Editing mode - this just means that you're still in a version that is editable and may not reflect exactly what the end users would see in the Published version. For example, you can see and navigate to hidden pages in a Draft.
When in Editing mode, you may also preview the experience that users of various types might have when viewing the Published version of the workbook. Using the button currently labeled Editing we can toggle between the experience of an Explorer or a Viewer to make sure our design creates a good experience for them.
Explorers tend to have more permissions than Viewers; both types of users can interact with workbook controls, trigger data refreshes and export elements as files; but Explorers can also enter Explore mode to edit the workbook contents.
Clicking Go to Published Version brings you to a view of the workbook that other consumers would be able to see. Note that the workbook is still interactive - controls and filters can be changed.
Users who are granted permission to view a published workbook can explore and manipulate your workbook. They could:
Update existing controls or add new filters
Set up alerts to send them messages when certain conditions are met within an element
Manually export, or schedule exports of, individual elements, or
Save their configurations as a custom view of your workbook
Saving custom views is like creating a shortcut back to a consumer's favorite configuration of your workbook. They won't be able to alter the underlying sources and logic for how the workbook was built, but they can freely customize the data shown to them according to their needs.
For example, we can create a single workbook covering all of the agent team's analytics and the manager of the Account Team can create a custom view filtered to only their team. They can keep this view for themselves or share it with other team members. When new calls are logged, the analysis will update, but the Account Team filter configuration will be saved.
This is a great way to provide target analytics, without creating additional workbooks to manage.
Now its your turn. In the next exercises, you'll practice previewing workbooks as different user types, and configuring and saving custom views of a workbook for later use.
2. Let's practice!