Sharing Content Across All Entities (aka Customers) in Embedded Omni

Embedded Analytics
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Sharing Content Across Entities in an Embedded Omni Environment

When embedding Omni for multiple customers or entities, you may want to provide a library of pre-built dashboards and reports that all embed users can access as starting points for their own analyses. This guide walks you through setting up a shared “Templates” folder that gives embed users read-only access to curated content they can duplicate or copy into their own entity folders.

Why Use a Template or Shared Folder?

In a multi-tenant embed environment, each entity typically has its own isolated folder for content they create. However, there are common use cases where you want to share standardized content across all entities:

  • Starter dashboards that users can customize for their needs
  • Best practice reports showcasing recommended visualizations
  • Training materials users can reference or copy

By creating a shared templates folder, you enable embed users to browse, duplicate entire dashboards, or copy individual tiles—without giving them the ability to modify the original templates.

Prerequisites

Before getting started, ensure you have:

Step 1: Create a Templates (or Shared) Folder

First, create a dedicated folder in your Shared hub to house your template content.

  1. Navigate to the Shared hub in your Omni instance
  2. Click Add folder
  3. Name it something clear like “Templates” or “Dashboard Templates”

For more on folder organization, see Organizing content.

Step 2: Create an “All Embed Users” Group

Next, create a user group that will contain all of your embed users. This group makes it easy to manage permissions across all embedded entities at once.

  1. Navigate to Settings > User Groups
  2. Click Create Group
  3. Name it descriptively—for example, “All Embed Users” or “Embed Templates Access”

For more on user groups, see User groups.

Step 3: Share the Folder with the Group

Now, grant the embed user group Viewer (read-only) access to the templates folder.

  1. Navigate to your Templates folder
  2. Click the Share icon
  3. In the “Share with users or groups” field, select your “All Embed Users” group
  4. Set the access role to Viewer
  5. Click Share

This ensures embed users can view and interact with the template content but cannot edit or delete the originals.

Step 4: Add Embed Users to the Group via Embed URL Generation

When generating embed URLs, use the userGroups parameter to automatically add each embed user to the “All Embed Users” group. This happens during the embed URL generation process, so no manual user management is required.

Add the parameter to your embed URL generation script:

{
  // ...other parameters
  userGroups: ["All Embed Users"],
  // ...
}

The userGroups parameter accepts an array of user group names that associate the resulting embed user with existing user groups in your Omni instance.

For complete parameter documentation, see Embed parameters reference.

Step 5: Populate the Templates Folder

Add the dashboards and workbooks you want to share as templates to the folder. Consider including:

  • Common KPI dashboards
  • Department-specific report templates
  • Example analyses showcasing different visualization types

How Embed Users Use Templates

Once configured, embed users can leverage templates in two ways:

Duplicate an Entire Dashboard

Users can create a copy of a template dashboard in their own entity folder by using the “Save As” functionality to save a new version they can customize.

Copy Individual Tiles

Users can copy specific workbook tabs from templates into their own workbooks:

  1. From the template workbook, right-click on the tab
  2. Select “Copy to existing workbook” or “Copy to new workbook”
  3. Use the tab ID to import into their destination workbook

For more on copying tabs, see Build analyses in workbooks.

Quick Reference

Step Action
1 Create a “Templates” folder in Shared
2 Create an “All Embed Users” user group
3 Share the folder with Viewer access to the group
4 Add userGroups: ["All Embed Users"] to embed URL generation
5 Populate the folder with template content

This pattern keeps your template content centralized and maintainable while giving all embed users a consistent library of starting points for their own analyses.