Skip to main content

Collections and Sharing

How to keep reports and dashboards together in collections, share them with people and teams, and move, rename, or delete them.

Overview​

Every report, dashboard, and collection has one owner, the person who made it. It starts private to them. Then it can be shared with people or teams in the organization to view it or to edit it.

A collection holds reports, dashboards, and other collections, as a folder does. Sharing a collection shares everything in it, so a collection is the easy way to give a group the same set of reports.

Sharing stays inside your organization.

Collections​

The collection Board packets: the breadcrumb Home, Board packets, its description, Yours, and when it was updated, with Share, New collection, New dashboard, New report, and a menu at the top right. It holds the collection Fiscal 2027, first quarter, the dashboard Board dashboard, and the reports Donations by month and Pipeline by stage.

A collection lists what it holds, collections first. The breadcrumb above its name shows where it sits, and each part opens that collection.

Making a collection​

  1. On Home, choose New collection. Inside a collection, New collection makes one inside it.
  2. Give it a Name and, if you like, a Description.
  3. Choose Make collection.

You need the creator role to make collections on Home. Inside a collection, you need to be able to edit the collection.

Adding to a collection​

  • Make it there. New report and New dashboard inside a collection make the report or dashboard in that collection.
  • Move it there. See Moving.

An item sits in one collection at most. Anyone who can open the collection opens everything in it. Anyone who can edit the collection can edit everything in it.

Sharing​

Choose Share on a report, a dashboard, or a collection. Someone who can't share it sees Who has it instead, which lists the same people and teams.

The Share Board packets dialog: Share with, set to Choose a person or a team, They, set to Can view, and a Share button, then Elena Ruiz (you) as Owner, Marcus Johnson with Can edit, and the team Board of directors, Everyone on this team, with Can view, each with a remove button, and Done.
  1. Under Share with, choose a person or a team.
  2. Under They, choose Can view or Can edit.
  3. Choose Share.
Lets them
Can viewOpen it and change nothing.
Can editChange it and share it. Only people with the creator role can edit.

To change what someone can do, use the picker on their row. To stop sharing with them, choose the × on their row.

Edit is only for people who build reports. For anyone else, Can edit can't be chosen, and the dialog says you can share it with them to view. A team can be given edit, and its members who don't build only view.

The dialog says when an item is in a collection. Everyone who can open the collection can open the item, too, whether or not they're on its own list.

The owner and the people who can edit it share it. Everyone else who opens it reads the list.

Sharing a dashboard​

Sharing a dashboard doesn't share the reports on it, and someone sees a tile only if they can open its report. So after you share a dashboard, Folio lists the reports on it that the person or team can't open yet.

  • Every report in the list starts ticked. Untick any you'd rather keep to yourself and choose Share them, too. They're shared to view.
  • Choose Not now to leave them.
  • A report you can't share is named, too. Until its owner shares it, they see This report isn't shared with you. on its tile.

Sharing with a whole team​

Your organization's teams are listed on People. Sharing with a team shares with everyone on it, including people who join it later. The people of your organization's portal make up a team of their own, and sharing with it is how a dashboard on a portal page reaches them. See Embedding Dashboards.

Renaming, moving, and deleting​

These are in the … menu at the top right of a report, a dashboard, or a collection. The menu offers only what you can do.

Who can
RenameAnyone who can edit it. The same dialog changes its description.
MoveIts owner and the organization's admins.
DeleteIts owner and the organization's admins.

Moving​

  1. Choose Move from the … menu.
  2. Choose the collection it goes in, or No collection. Collections you can only view are marked View only and can't be chosen. A collection can't go inside itself or anything in it.
  3. Choose Move.

No collection puts it back in its owner's My reports. Moving changes who can open it. People who opened it only through the collection it leaves lose it. People who can open the collection it joins gain it.

Deleting​

Folio asks before it deletes anything, and a deleted item can't be brought back.

  • Deleting a report says first which dashboards show it. Their tiles then say This tile's report no longer exists.
  • A collection has to be empty. Move or delete what's in it first.