Share a site with your team

Ask Harriet to build a site, usually a dashboard, and share it with the colleagues who need it. Only people at your company can open it, and only after they sign in with Harriet.

Ask Harriet to build a site

In Harriet Desktop or a cloud workspace, describe what the site should show and where the figures come from, for example "a sales funnel dashboard from our CRM report". Harriet gets the figures with your connectors, builds the page, and publishes it. You get the site's address and a link to its page in Harriet.

The site appears under Sites, in Your sites. A new site shows Not live yet for a short while, then Live. If publishing fails, the status reads Deploy failed. Ask Harriet to try again.

Each site has a card with a picture of its home page and how recently it changed. Search by name, description or owner, and use Sort to see the most recently updated, the ones you opened last, or all of them by name. Copy link copies the address so you can send it to a colleague.

Harriet Desktop and cloud workspaces show your sites inside the app too. Select Sites in the sidebar to open a page of cards, one for each site you own, edit or can open, with a picture of its home page. Open takes you to the site, Manage opens its page in Harriet, and you can search and sort. The arrow beside Sites lists your first few sites in the sidebar, so you can open one straight away. Admins also see an All sites link there and on the page.

If you don't see Sites, they aren't switched on for your account, or creating sites is limited to a group you aren't in. Ask an admin.

Who can see it

At first, only you. A site shared with nobody stays visible only to its owner. Admins don't see it in their lists either.

Share it with people, groups or everyone

Find the site under Sites and press Manage. The top of the page says who can see it. On the Sharing tab, under Who can use this site, choose Viewers: people, groups, or Everyone at your company. Type in a list to find someone. You can add viewers once the site shows Live. Until then you can add editors. You can also ask Harriet, for example "share the sales dashboard with the Sales group".

The other tabs show the site's sharing History, its Versions and data updates, and recent Sign-ins. Owners and editors also see Source, where they can read the site's code and take a copy: see Read and download a site's source. If you own it, Settings is where you hand it to someone else, let other pages such as Salesforce show it, or unpublish it.

Everyone you add sees the site's data exactly as it was published, including figures they couldn't see in the source system. That includes HR and pay data if the site shows it. Before you add people, groups or everyone, tick I understand that everyone I add can see this site's data. Harriet tells the people you add, by email and on Slack or Teams if they use it. To share without telling them, untick Notify the people I'm adding before you save. People can turn these notices off in their profile settings.

Removing a person takes effect within about a minute. Removing someone from a group the site is shared with can take up to 15 minutes for people who already have it open.

Editors

Under Editors you add people or groups who can also change the site. Editors can publish new versions, update the data and change who can use it. The owner can always edit. Only add people you trust with that.

An editor gets a message that explains how to change the site, with links that open their own cloud workspace or Harriet Desktop with the request already filled in. Changing a site works in a cloud workspace that isn't shared, or in Harriet Desktop.

Update a site and keep it current

To change a site, ask Harriet, for example "add a column for region to the sales dashboard". Harriet keeps every change, and the Versions tab shows which change each version came from. Harriet makes the change on top of the latest work and publishes it. If a colleague changed the site in the meantime, Harriet doesn't overwrite their work: it brings the two changes together and then publishes. This needs a recent Harriet app or a cloud workspace. If yours is out of date, Harriet tells you.

After Harriet builds a site, it asks whether you want it kept up to date. You can answer:

• No. Ask Harriet to update it when you want.
• Remind me. Harriet reminds you on the schedule you choose, and you ask it to update the site.
• Update it automatically. A scheduled task in your cloud workspace refreshes the data on the schedule you choose. It runs as you, so you need to own the site or be an editor, and the workspace must not be shared.

Refreshing the data doesn't create a new version. People see the new figures the next time the page loads.

Open a site

Open it from Sites, from the address Harriet gave you, or from a link a colleague sends. If you aren't signed in, you sign in with Harriet and the site opens. If it hasn't been shared with you, you see a message saying so.

Your sign-in lasts 15 minutes. A dashboard left open on a screen reloads itself and signs in again while that browser is signed in to Harriet.

Your Salesforce admin can also put the site, or a button that opens it, on a Salesforce page. See Harriet in Salesforce.

What admins can do

Account owners, super admins and people with the Manage sites permission can:

• choose who can create sites, under Settings in the Sites menu: anyone, or one group;
• see every shared site under All sites: who it is shared with, when it was last opened, and its history. You can search, filter by owner, status, who it is shared with, or sites nobody has opened lately, sort by any column, and export the list as CSV. Needs attention counts sites that are paused because their owner left, failed to deploy, are shared with everyone, or have gone stale;
• hand a leaver's sites to someone else: filter All sites to that person and use Reassign all to…. Each change is recorded, and sites paused because their owner left go live again;
• browse and export the Audit log, which records who created, shared, published, downloaded, unpublished and signed in, in UTC. Select a person or a site to narrow the log;
• change who can use a site, unpublish it, or choose a new owner when the owner has left. A site whose owner has left stays paused until you choose a new owner.

You see a picture of each site's home page, taken when it is published. You can't open the site, download its files or change its data unless it is shared with you. If it is shared with you as a viewer, you can only open it. To make a change, add yourself as an editor. That change is logged.

Private sites stay private

Sites shared with nobody are hidden from admins too. If you need to see one person's private sites, for example after they leave, open See someone's private sites, pick the person and give a reason. Access lasts an hour and is recorded in the audit log. Harriet tells the owner when you turn it on, and again about each change you make, such as adding someone to the site. While it is on, a banner offers Switch off. You can manage the site and see the picture of its home page, but you still can't open it.