Administrator’s Toolkit Part 3:
Sharing is Caring

There are myriad benefits to engaging a cross-functional tool, which allows multiple teams to collaborate and tap into the same data sets. In addition, you can expect:

  • Increased accuracy from reduced transposition errors
  • Improved data accuracy with more eyes on the information
  • Accountability for deadlines and transparency for process, SLAs, etc.
  • Lesser learning curve as processes grow, with a centralized location for data

As a relational database, Onspring lets you connect any of your data sets and records in logical relationships, from parent/child to sibling connections. Joining records provides very flexible reporting options, workflow automation and easily maintained access control.

More sharing can increase the difficulty in maintaining a clean format for your various teams. Onspring has several ways to make a shared app more efficient for each role.

Role-based Layouts

Onspring layouts include the fields for end users to view, populate and edit as their access allows. With role-based layouts, administrators can design tailored views and organizations of the fields for end users. When there are components that don’t need to clutter the view for a specific user role or if additional context would be useful with specific formatted text objects, separate layouts can help refine each role’s experience of the app. In addition, each layout can have shared or separate object visibility triggers that show or hide sections as the record moves through its various stages.

Content Security Inheritance Grants

In some cases, shared apps may need refined access rules by area. Perhaps by designating a responsible department or function, administrators inherently want that department or function to have access to that record and related content. Onspring content security inheritance grants can provide an automatic identification of responsible parties that directly correlates to their access of that content in the app.

Summary Calculations

When reporting on the type or record in shared apps that have multiple referenced data sets, a summary calculation can be useful to provide a single field value or report column. Calculations that evaluate multiple reference fields may look long or intimidating, but they aren’t! Here’s an example from a shared “Findings” app:

Notice in the above formula example, there may be more than one related element that will help identify the type of finding. A link to an Audit Project or Workpaper may make it an Audit Finding. A link to a Control or a Control Test may make it a Control Finding.

This formula contains a series of variables that use ternary operators to determine that variable value. The variable “audproj” in line 1 asks the question:

“Is the Related Audit Project empty?”

If so, return an empty string.


If not, return the text label, “Audit.”

With each of these variables defined in this way, the Join function in line 8 aggregates all the values into a listing, separated by a slash (with leading and closing spaces). The Join function inherently weeds out the empty values so our result doesn’t look something like this:

/  /  / Control /

Join evaluates the true values only to return:


Now, a report of all findings can be created that shows that type label as a report column or uses that value to aggregate numerical values or represent in chart visualizations.


These are some of my tried and true methods to help my various stakeholders use the same apps in specific ways. What are some of the ways you can share apps between teams and functions?

Did you miss the first two parts of the Administrator’s Toolkit series? Here they are:

Administrator’s Toolkit, Part 1

Administrator’s Toolkit, Part 2

Featured Resource:

The Onspring Advantage

Need a better way to share your important information? Onspring can help. Download the Onspring Advantage fact sheet to learn how our software and services put you in control.

Onspring GRC & Business Operations Platform Advantage Fact Sheet

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