Who this is for
Anyone who needs to give another company access to a set of farm results — a co-op sharing carbon footprints with a buyer, for example.
The recipient can see the farms and their results, report on them and run mitigation scenarios against them. They cannot open the assessment survey and they cannot change anything.
Before you start
The recipient has to be a user of a different account on the ODOS platform. Sharing works between accounts, so it is not the way to give a colleague inside your own account access to something.
Sharing is built around folders. You put assessments into a folder and share the folder, rather than sharing assessments one at a time. A few things follow from that:
- A folder holds any number of assessments, across any number of farms and years.
- An assessment (farm/year/type of assessment) sits in one folder at a time.
- Folders can hold other folders.
- A folder is a container, not a copy. Deleting one leaves the assessments themselves untouched.
Because a folder is what gets shared, build one folder per company you share with, holding exactly the assessments that company should see.
Only admins can create folders and share them.
Steps
- In the left-hand menu, select Farm Data, then Assessments. Assessment Management opens on the Data Collection tab. Select Sharing.
- Select New, then Folder. Give the folder a name and create it.
- Find the assessments you want to share. Search by farm name, and narrow the list with the All types, All statuses and All years filters.
- Tick the checkbox at the left of each assessment you want in the folder. The filters and the checkboxes work together, so you can filter to one year, select everything, then filter again and add more.
- Select Move Selected, then choose the folder.
- Find the folder's row, open the three-dot menu in the ACTIONS column and select Share.
- A dialog opens with the sharing URL and a button to copy it. Copy the URL.
- Send the URL to your contact at the other company. They open it while signed in to their own ODOS account, and the assessments appear in their account from that point on.
One URL can be given to more than one company. If two buyers should see different sets of farms, make two folders rather than sharing one folder twice.
How to confirm it worked
On the Sharing tab, the folder's row shows Folder in the TYPE column and the number of assessments it holds in ITEMS. Open the folder to see them listed inside it.
In the recipient's account, the folder appears on their own Sharing tab. The farms and assessments inside it also appear in their farm and assessment overviews and in their results, each marked Shared by and your organisation's name. They see the farm name, the farm code and the results.
Add more, or stop sharing
A shared folder stays live. Move another assessment into it and the recipient gets that one too, automatically — you do not need to send a new URL.
To stop sharing everything in a folder, delete the folder. That ends the recipient's access and does not affect the assessments, which stay in your account exactly as they were.
To stop sharing one farm or one year, take that assessment out of the folder or move it into a different one.