Creating Open-Access URL Views

With Ganttic, it’s easy to share your Project and Resource plans via simple Open-Access URL Views. This helps communicate specific information quickly to non-Ganttic users or anyone with the link. Discover how to create a shareable link for any of your Custom and Single Project Views. 

Must Know

• Open-Access URL Views can be created for Single Project Views and Custom Views. 
• Only Owners and Admins can create Open-Access URL Views. Anyone with the URL can see the View’s data - so be mindful about what is shared!
• Share the View with Ganttic Users, non-users, or Users who aren’t logged in. 
• It's not possible to edit the data of the View from the Open-Access URL View, all such settings are disabled. Having the option to navigate on the timeline is optional and can be enabled by the Owner or Admin only. 
• The URL has an expiry date that must be specified before the link can be shared.
• For the shared Single Project Views, View Toolbar parameters and scheduling updates must be done in the Shareable mode of the View. These will not affect the regular Single Project View in the app.
• In a shared Custom Views, View Toolbar parameters and scheduling updates will be applied to the regular Custom View. 
• For both Views, If you make any View Toolbar or scheduling updates to the plans before the URL View's expiration date, the shared Open-Access URL Views will be updated as well (app reload is needed). 

Sharing a Single Project View

1. Click on the Projects icon on the left Sidebar. This will open the list of all existing Projects.
   
   
   
   
2. Open the Single Project View you wish to share. Select a Project and open it in a Single Project View. Tick the box and click Open or just hit the little window icon on the left of the title.
3. The Single Project View will open. Click on the Share icon on top right. Then press OK to confirm in the popup.
   
   
   
   
   
   
4. When you are in the Shareable Project View, choose the View mode (Tasks, Project Resources or All Resources) in which you’d like to be applied for the shared/Open-Access URL View.
   
   
   
   
5. Apply any of the View toolbar parameters (grouping, sorting, coloring, filtering, etc) you'd like to be reflected in the shared Open-Access URL View.
   
   
   
   NB! Those with the Open-Access URL will not be able to switch between the Single Project View modes or apply any of the View Toolbar parameters.
6. On the top right, click on the calendar icon to select an expiry date for the shared Open-Access URL.
   
   
   
   
7. Click on the Get shareable URL button. Press OK to confirm in the popup.
   
   
    
8. Your shareable Open-Access Single Project URL View is created. The URL link is located at the top right. Next to this you’ll see some options to:
   • Create a new URL
   • Copy the link
   • Change the expiration date
   • Stop Sharing the View
     
     
     
     
9. Paste the link to your browser's URL bar to see how it looks. Those with access to the old URL will not be able to access the View after regenerating the link or if you decide to stop sharing the View.
   
   
   
   
10. To return to the normal Single Project View (non-shareable mode) click the <- Shared Project View on the top left.
    
    
     
11. If you want to make any visual updates to this View (visible Time Period, Grouping, Sorting, Coloring, etc.) ensure that this is done in the Shareable Project View.
    
    
    
    NB! Adding Tasks and Data Fields and their values can be done both in the Shareable Single Project View or in the regular Single Project View - either way they will appear in the shareable version as well in the Open-Access URL Views. 

Sharing a Custom View

1. Open a Custom View you want to share. You’ll find all your Custom Views located at the star icon on the left sidebar.
   
   
   
   
2. Click on the Share icon on top right. This will open a dialog window with sharing options.
   
   
   
   
3. View Sharing settings dialogue will open up. Click on the calendar below the URL field to select an expiry date for the URL link.
   
   
   
   NB! Enabling Lock timeline will make the timeline of the shared Open-Access URL View non-navigable. It is NOT enabled by default!
4. Click on Start sharing. Click OK to confirm.
   
   
   
   
5. Your shareable Open-Access Custom URL View is created. Those with access to the old URL will not be able to access the View after regenerating the link or if you decide to stop sharing the View.
6. Click on the top right red “Shared” icon to access the link and other sharing settings. Next to this you’ll see some options to:
   
   1. Create a new URL
   2. Copy the link
   3. Open the URL
   4. Change the expiration date
   5. Stop Sharing the URL
      
      
      

View Sharing in Action

Creating shareable Open-Access URL Views of your plans is a great way to keep everyone, even non-Ganttic users, in tune with the plans. For example:

• If you share the resource schedule with the client, they can check the progress without sending emails endlessly back and forth.
• If you share the View with the upper management, you can easily discuss everything that’s going on with the project portfolios without printing anything out or a detailed brief. 
• If you need to discuss a resource conflict with another manager, you can send them a link beforehand with the problem in focus. 

Next Steps

Learn more about other data sharing options by personalizing Project and View permissions. 

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