Who is this article for?

Site Administrators who want to understand how data can be shared between sites.

Site Admin permissions are required.

Partner Sites are other Ideagen Risk Management sites that can share data with you, and access data you have chosen to share. Only selected data will be shared between the two sites, and this is controlled by each site's Site Admins. This article will go into detail on how partnering works.

In this article: 

1. Partnering data
2. Security of data
3. Configuring Partner Sites
4. Partner Actions
   
   • Partnering Actions
   • Visibility of Partnered Actions
   • Viewing Partnered Actions
   • Reporting on Partnered Actions 
5. Partner Performance Indicators
   • Partnering PIs
   • Visibility of Partnered PIs
   • Viewing Partnered PIs
   • Reporting on Partnered PIs 
6. Further reading

1. Partnering data

Three types of items can be shared between partnered sites:

• Actions
• Performance Indicators
• Documents

Once shared, some elements of the items, such as settings, data, and notes will appear on both sites, but Ownerships, links, and site-specific settings will be unique to each site.  

2. Security of data

Each item on your site is stored against a specific identifier denoting the owner of the item. When you choose to share an item with another site, this specific item is also linked to their identifier, allowing them access to, but not Ownership, of the item itself.

Any data not selected to share is not visible to anyone outside of your site. Your Partner Site can delete the shared item, but this will only remove it from their site, leaving the item on your site unaffected.  

If you chose to stop sharing any item, it will be removed from the Partner site, including any places it has been used such as Scorecards, Reports, and links.  

3. Configuring Partner Sites

Once our Support Team have received confirmation from both sites, we can link your sites together.  

You can view Partner Sites on the 'Site Administration' settings page in Browser: 

And under the ‘Site Setup’ page in Classic: 

Once the Partnership has been set up, each site can select which items they would like to share. Items must be selected for partnering in the item notebook, either in Classic or Browser.  

4. Partner Actions

Partnering an Action

You need to add 'Partners' to the Action Type tabs to be able to follow these steps.

To partner an Action in Browser:

1. Open the Action notebook.
2. Click 'Partners'.
3. Select 'Add Partners▼'.
4. Choose the configured Partner Sites from the list.

You can partner multiple items at once in Classic.

To partner an Action in Classic:

1. Select ‘Action Central’ from the Actions menu.
2. Search for the Action you want to share.
3. Switch to the 'Partners' panel.
4. Click the dots-in-the-box.
5. Add/Remove window will appear where you can select which Partner Site to share your Action with.

All your Partnered Sites will be available for selection here. If a parent Action is partnered, the Sub-Actions will also be shared. A partnered Action will be identified by a 'rider' icon on the status icon ().

Remaining set-up for the partnered Action must be done on the Partner Site, including configuring ownerships, links, and site-specific settings.  

Information visible and shared between the two sites:

• Main configuration of the Action - Except for customer fields.
• Notes added on either site - Users from Partner Sites who entered a note are indicated by the rider icon next to their name. There will be no hyperlink on this username, as with Users on your own site, as you can’t link through to their details.  
• The Partner Panel - Partner Site will show where the Action came from. This can be seen in the Partners folding panel.
• Action schedules.
• Action Audit Trail - Both sites will be able to see all the changes made to the Action in any location. 

Visibility of Partnered Actions

Each site will see their own: 

• Ownerships will not be copied across to the Partner site.
  As there is no Ownership when you first link the Action to a Partner, the Site Administrator must set the Partner Site's Ownerships.  
• Triggers are set locally to each site, so if an Action has a trigger setup on the source site, this is not duplicated to the partner site.  Partner Sites cannot set up triggers on the item. 

Viewing Partnered Actions

Once the Action has been assigned to the Partner Site, it can be used in the same way as any other Action and can also be included in a Scorecard – it will be returned in results from a Query and be included in a Report.

In Browser, search features include a filter to specify which Partner Sites share items you would like to search, or alternatively search all sites.  Items which are Partnered will show the Partner name in a badge next to the item name. 

Reporting on Partnered Actions

Partnered Actions can be reported on in the same way as usual Actions, except for additional fields used to report on the ‘Origin’ and who the Action has been ‘Shared With’.

You can find these under the ‘Action’ fields in Report Layouts.  

'Origin' field will show the Site it was created on, even if an Action has not been shared from or with another site.

‘Shared with’ field will only show information if it's an Action you’ve shared another site, otherwise this will show blank. 

5. Partner Performance Indicators

Partnering PIs

You need to add 'Partners' to the PI Type tabs to be able to follow these steps.

To partner an Action in Browser:

1. Open the PI notebook.
2. Click 'Partners'.
3. Select 'Add Partners▼'.
4. Choose the configured Partner Sites from the list.

You can partner multiple items at once in Classic.

To partner a PI in Classic:

1. Select ‘PI List’ from the PI menu.
2. Search for the PI you want to share.
3. Switch to the 'Partners' panel.
4. Click the dots-in-the-box.
5. Add/Remove window will appear where you can select which Partner Site to share your PI with.

All your Partnered Sites will be available for selection here. A partnered PI will be identified by a 'rider' icon on the status icon ().

Information visible and shared between the two sites:

• Main settings of the PI - Except for customer fields.  
• PI Data - Data can be added to the PI on both the partner and source site, depending on permissions.  This includes adding data via the import spreadsheets, where the PI needs to be referred to with the ‘Source’.’PICode’ notation, and via the PI Updates views. 
• Notes added on either site - Users from Partner Sites who entered a note are indicated by the rider icon next to their name. There will be no hyperlink on this username, as with Users on your own site, as you can’t link through to their details.  
• The Partner Panel - Partner Site will show where the Action came from. This can be seen in the Partners folding panel.
• Annual Targets - Each site can have their own types of annual target, and to allow you to see the annual target used in a partner PI in the annual target screen indicates the site the target has originated.  For example, a PI has an ‘Annual’ target and as it’s a partner PI it also shows the ‘training.Annual’ target to indicate this value comes from the training site.
• Action Audit Trail - Both sites will be able to see all the changes made to the PI in their site.

Visibility of Partnered PIs

Each site will see their own: 

• Formula Settings can only be configured on the source site.  If you want to use a PI that is only on the Partner Site as part of the formula calculation it needs to be shared with you. You would enter the formula as normal, but you would refer to the PI with the 'Source'.'PICode' notation.
• Charts will work in the same way with Partner PIs as with other indicators, you will not notice any difference when using these PIs within a chart. Default charts will not be copied from the source site, so a local Chart must be set in this instance.  
• Benchmarking Data will be displayed locally if they are included in a local benchmarking group. If a PI is a Statutory PI, then you will see the statutory benchmark against both sites, provided they have the same groups assigned to them.   
• Ownerships will not be copied across to the Partner Site. As there is no Ownership when you first link the Action to a Partner, you must set the Partner Site's Ownerships.  
• Web Publishing can only be selected by the originator of the PI can select this PI; the web publish tick box on the 'PI Data Ta is therefore only available to the originator.

Viewing Partnered PIs

Once the PI has been assigned to the Partner Site, it can be used in the same way as any other PI and can also be included in Scorecards and Snapshots – it will be returned in results from a Query and be included in a Report.

In Browser, search features include a filter to specify which Partner Sites share items you would like to search, or alternatively search all sites.

Reporting on Partnered PIs

Partnered PIs can be reported on in the same way as usual PIs, except for additional fields used to report on the ‘Origin’ and who the PI has been ‘Shared With’.

You can find these under the ‘PI’ fields in Report Layouts.  

'Origin' field will show the Site it was created on, even if a PI has not been shared from or with another site.

‘Shared with’ field will only show information if it's a PI you’ve shared another site, otherwise this will show blank. 

6. Further reading

• Configuring a short name for data on Partner Sites
• Configuring First Tab settings for modules