What happens to shared metrics, dashboards, and segments when moved to a new user? | Community
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jessica_mays
April 8, 2016
Solved

What happens to shared metrics, dashboards, and segments when moved to a new user?

  • April 8, 2016
  • 3 replies
  • 3694 views

We are in the process of cleaning up our Adobe Analytic users to remove individuals who are either no longer with the company or need access to Adobe Analytics. Some of these individuals have developed their own metrics,dashboards, and/or segments that have been shared with others. 

The plan is to move the metrics,dashboards,and/or segments to another user when they get deleted. However, before we start this we do have a couple questions:

  1. Does moving the metrics,dashboards,and/or segments to a new user profile change how it has been shared with others? i.e. does it go back to a default non-shared state
  2. If it does go to a non-shared state when moved to a new profile, is there a way to prevent this?

We have a lot of clean up to do and a lot of shared assets, so we want to plan this out before jumping in.

Thanks!

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Best answer by warrensander

The big issue with 'transferring' dashboards that use segments or bookmarks with segments etc is that the relationship gets broken when the transfers happen. The transferred dashboard/report doesn't get it's association with the transferred segment set so it doesn't know what segment to use. etc.

overall it's not really worth 'transferring' things because you probably spend more time fixing things up than you save by doing a quick transfer.

And the suggestion that you just change the password and email address for an account with someone's name attached to it so someone else can use it can cause all sorts of regulatory issues if you have any sort of a security organization.

What you need to do which is harder to govern but better in the long run is to create several login accounts as 'holders' of the shared resources like segments, dashboards, bookmarks, calculated metrics etc

What a segment is deemed to be 'approved' then you want to log into that shared account and save a copy of the segment there and share it out. Turn off the sharing of the original segment and make sure everyone uses the approved one. The same with calculated metrics etc.

This way you have a repository of the shared elements for your company login and don't need to worry about issues arising when a key employee leaves the company or moves on to another assignment and doesn't need their library of shared components anymore. 

The other issue overall is there is no way to get a report of what segments/calculated metrics are used in what report/dashboard/bookmark etc so you can trace back to make sure everyone uses the correct components for reporting.

Also remember if you delete a user login then whatever ad-hoc projects they have that are not shared are no longer retrievable even if you re-create the account. So make sure you clean up ad-hoc before deleting accounts.

3 replies

TanmayMathur
Adobe Employee
TanmayMathurAdobe Employee
Adobe Employee
April 12, 2016

HI Jessica,

When a user gets deleted, the metrics/dashboards made by them are also no longer available. 

Assuming the number of new users is not very high I would suggest editing the inactive users details and adding the new person's email and password. This would save you from the loss of user created assets.

If the number of users are high, I would recommend you to reach out to your account manager and get it done via Adobe engineering services. 

Let me know if you have additional questions. Thanks!

Tanmay

J
jessica_maysAuthor
April 14, 2016

Just to clarify, we plan to move the user's dashboards and metrics to another user profile before the user profile is deleted.

Is it still the case that the moved shared metrics and dashboards lose how they were shared on the original user profile? Would Adobe engineering services be able to keep the shared aspects of the metrics, dashboards, etc.?

thanks

warrensander
warrensanderAccepted solution
Level 6
April 18, 2016

The big issue with 'transferring' dashboards that use segments or bookmarks with segments etc is that the relationship gets broken when the transfers happen. The transferred dashboard/report doesn't get it's association with the transferred segment set so it doesn't know what segment to use. etc.

overall it's not really worth 'transferring' things because you probably spend more time fixing things up than you save by doing a quick transfer.

And the suggestion that you just change the password and email address for an account with someone's name attached to it so someone else can use it can cause all sorts of regulatory issues if you have any sort of a security organization.

What you need to do which is harder to govern but better in the long run is to create several login accounts as 'holders' of the shared resources like segments, dashboards, bookmarks, calculated metrics etc

What a segment is deemed to be 'approved' then you want to log into that shared account and save a copy of the segment there and share it out. Turn off the sharing of the original segment and make sure everyone uses the approved one. The same with calculated metrics etc.

This way you have a repository of the shared elements for your company login and don't need to worry about issues arising when a key employee leaves the company or moves on to another assignment and doesn't need their library of shared components anymore. 

The other issue overall is there is no way to get a report of what segments/calculated metrics are used in what report/dashboard/bookmark etc so you can trace back to make sure everyone uses the correct components for reporting.

Also remember if you delete a user login then whatever ad-hoc projects they have that are not shared are no longer retrievable even if you re-create the account. So make sure you clean up ad-hoc before deleting accounts.

    Y
    YT_Tsutsui
    Level 2
    February 4, 2021

    Hi @warrensander

    I came across your comment and this topic just now, while deciding how to deal with similar situation to the original topic poster (somebody leaves organisation, who used to create components and projects that need to be reused). 
    Has there been any changes to how this 'breaking relationship between project and components' etc. as issues when chaning ownerhsip of those assets to another user? 
    Is it still a recommended solution that a shared account be used to park such components on for stability? 

     

    I tried to find any newer post on this matter, but if one exists, could you point me to the info. Thanks for your help!

    Josh Stephens
    Community Advisor
    Josh StephensCommunity Advisor
    Community Advisor
    January 10, 2024

    Replying to an old thread, but might be useful for someone.  The best practice now is to remove access via Admin Console.  This keeps all projects and components linked to the user but removes their access.  On the other hand, if the user is deleted in Adobe Analytics, the components are "deleted".  (There's a way to restore them, details in this blog).

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