How can I share Omni content e.g. a single dashboard with outside contractors, partners, or employees?

Administration
1

If you are looking to provide access to Omni content to external users, most likely you will want to take advantage of embedded functionality.

However in some cases, you may wish to provide very limited access directly to Omni to a user or group of users. This is possible, but requires adjusting permissions for your environment as a whole.

We highly recommend using Groups to manage access in bulk rather then at the individual level.

Recommended Settings

Update these default settings:

  • Content Organization - Shared “Root” is open: OFF
  • Content Sharing default: No Access
  • Connection default permissions: Viewer

New users: Provision a user account for them, and add them to a group with permissions to access the individual piece(s) of content or folders you want them to have access to. You can also manage individual users but it is generally most efficient to use groups.

Depending on the use case, you may also wish to consider the following settings:

  • Under Settings → Content Permissions, you can toggle on Require all deliveries personalize to recipient to force user attributes to be applied to Deliveries

    • When set to true:
      • Updates all email scheduled tasks that have Personalize delivery with the recipient's user attributes=false to true
      • Leaves tasks that already have Personalize delivery with the recipient's user attributes=true unchanged
    • When set to false: Makes no changes to existing scheduled tasks

  • Work with Omni Support to enable 3 feature flags:

    • no-suggestions-without-user-entities-suggestion-id: prevent email / group suggestions for both Share and Schedule modals
    • no-suggestions-without-user-entities-suggestion-id-schedule-only: prevent email / group suggestions for only Schedule modals
    • restrict-schedule-visibility: prevents users from seeing / subscribing to any other schedules outside of their own

Migrating Current Users and Content

Existing users: construct user groups for old permission scheme for easier updating in the future. Add users to the relevant permissions groups to ensure their access is correct. Ensure proper folders and documents have been shared with the relevant users and groups.

Existing Content: Place in folders for easier bulk permission controls, adjust to organization wide permissions to No Access to ensure external users cannot see the reports.

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