Background to the question:
I have a project management space where all projects (database) and their tasks (database) are in and some views. I want external users i invite to a project only to see one exact view: The task (kanban) of the specific project we work on.
I can hide the databases but not the other views. So i thought i will need another space specific to the project where i just create the specific view for the external guest. The view pulls in data from the database from the project management space. When i grant access only to the new space, the guest wont see anything in the view - only when i authorize the guest to the project management space (because that’s where the database is). but then the guest sees everything in the space which i don’t want as described at the beginning. Thats where my idea from syncing databases came from.
You can share a database with a user. So it sounds like you want these users to be in their own space, then go to the Access view of the databases in the project management space to share the relevant databases with these users.
I just want to share a view, not the whole database.
Its a centralized database - so making an own space with own database is not an option.
I just want to show one specific view to one specific person.
so basically every customer project with every task in it lives in one space. very easy way to manage all project at one place. then i want to make custom views for tasks only for one specific project/assignee.
Perfect! This is a good way to set it up. Have you tried making your views within the Project entity? This way you can share the project entity itself and extend access to all the related tasks. then they only have access to the related tasks and data related to that shared entity.
No need to make a new view per project. Unless im misunderstood.
To be clear, a view can be thought of as a query on a database (or several). If a user has no access to the underlying database they won’t see anything in the view.
If you share only the entities that they should be allowed to see, then they will not see info from other entities in the view, no matter how the view is configured.
Overall, think about who should be able to see which entities, and implement this via access control (at the entity or database level) and then work out how to create views which will be useful to people, making sure that when you grant space access (for the views) you are not granting access unnecessarily.
@RonMakesSystems@Chr1sG
iam really sorry and trying hard but i can´t get my head around it how to solve this, iam feeling really stupid at this point. i can see now my first explanation was also wrong/misleading.
// short form version:
i want the exact view of the screen but only change that it doesn´t show tasks associated with the project “Kunde B” which is highlighted with the number 2 in the screenshot. It should only show tasks associated with the project named “Kunde A” and keep the remaining view (tasks by status and assignee) the same.
so basically my main problem is around the view it self.
//
ill share a screenshot and try to explain again what i need:
(1) Tasks by assignee
I want to use this view for every customer separately.
So every customer get its own project.
Lets say we have 2 customers for now, that means 2 projects.
(2) So i created 2 projects named Kunde A and Kunde B.
Now i need 2 different version of this view (1) Tasks by assignee.
One is named Kunde A and the other Kunde B.
View of Kunde A = show only tasks associated with project “Kunde A” + all involved users (like on the screenshot, user = row)
View of Kunde B = show only tasks associated with project “Kunde B” + all involved users (like on the screenshot, user = row)
Additional:
Kunde A should only see his Kunde A view and Kunde B only see his Kunde B view in the fibery dashboard. They shouldnt see the other views, databases and so on.
My last approach was:
Make a new space, only with the task by assignee view and give access to the needed user
Give this user access to the tasks DB
Now i have this problem: The customer will also see all my other tasks on projects from other customers. Just look at the screenshot (2) he will see my tasks in project Kunde A and B so he basically sees all MY tasks on other projects, but he should see only my tasks which are in our project (lets say see only tasks from project Kunde A as he is customer A).
Fibery has the solution for you! There’s a learning curve, but once you get it’ll stick and be really powerful, so keep going! I was also really confused in the beginning. I’m not home right now but I’ll make a short video showing the solution to this tomorrow.
That view is correct at this point. As soon as i add assignees as rows, it only shows the not assigned ones. This is wrong as there are clearly assigned ones.
Its a smart folder on projects, the card is about tasks.
As soon as i add row=assigne to the card it doesnt show the rows for assignes even if there are tasks for several assignes in this project.
Bug?
Wrong way i try to achieve this?
Or iam just stupid?
look at the screen. when i filter for assigne = contains me/does not contain me it works and shows correct data. but its not possible no choose assigne for rows if this view is in a project based smart folder.
It doesn’t look like you have added rows to the board view, so I’m not sure what you think is not working.
Also have you read how filters work in context views?
Context filters apply to the cards, but there will also be context filters on the rows (and columns) and you should check that the right filter for your needs has been chosen in each case.
We jumped on call to solve this. Sharing the recording here for future reference.
Note that the user Markus was testing with was not a guest. If it was a guest, they would not have access to see the smart folder in the right side menu. (Used to work but doesn’t any more)…
I will just add, for the benefit of anyone following this thread, that Guests cannot see the user profiles of other Guests, but Members can see all other users.
This may be an important privacy concern when considering how to invite external people into the workspace.
However, as @RonMakesSystems says, Members can see smart folders at the top level but Guests can’t.
Just tried to replicate your setup for a tutorial, but realised a problem… Unless they change this (@antoniokov), you can’t automatically share tasks with guests. So the automatic sharing we set up to allow them to edit tasks that are assigned to them just doesn’t work. You could invite them all as users, but as Chris said, it means they have access to see all the other users and emails of other clients in the workspace.
I believe an update is coming to change the users permissions to allow for users in the workspace to not have view access to all users, but for now I’m afraid your only two options are:
Invite as guests so they don’t see other clients emails, allow them to edit all tasks in their projects, or not allow edit of any, just comment.
Share each task with them as an editor one by one (pain in the ass)
Invite them as workspace users and use the automatic sharing. They will still only see their projects and tasks, but will see the emails of all other workspace users, including other clients.
You COULD do a work around where you give them edit access to everything, but any time they edit, if they are not assigned, and are a guest, the data gets reverted back from a seprate “old data” field, that stores the previous values. But thats really really really clunky…
And if the fibery team do decide to leave this limitation in, would you please add some kind of error message when adding a guest to a field with automatic sharing? Even as someone who builds a lot in fibery, I forgot about this, and only found out because I tested with a guest account.
), you can’t automatically share tasks with guests. So the automatic sharing we set up to allow them to edit tasks that are assigned to them just doesn’t work. You could invite them all as users, but as Chris said, it means they have access to see all the other users and emails of other clients in the workspace.