Creating and Sharing Pages for Stakeholders

Project Managers can create a shareable, read-only page from an existing project to share with stakeholders. To create a read-only view of a project page, the Enable Stakeholders system parameter must be enabled.

Stakeholders log in to view the shared page using with a unique link and password provided by the Project Manager. The stakeholder sees the same data based on the access levels of the Project Manager of the project, however, other projects and information stored in Accolade cannot be accessed. For more information on what is shared with outside stakeholders, see Stakeholder View.

Shared pages can be edited after creation, access can be revoked at any time, and the page can be deleted. Deleting the page removes the shared layout from Accolade, not the related project data, and prevents further access from stakeholders.

Important! To revoke access from a shared page, remove the recipients and change the Page Password.

To create a shared page for stakeholders:

1. Display a project and navigate to the desired project page.
2. Click on the upper right corner, and select Share with Stakeholders.

The current page layout is captured and appears on the right. All items that were on the current page layout are shown as selected, indicated by green check-marks. Other available items load on the left of the page.

3. Click on items to include or exclude them from your shared page.

Selected items will be highlighted by a green check-mark, and unselected items will be indicated by a gray X.

4. Click Next to preview your layout. Re-size and rearrange your items as needed.
5. Click Next.

A condensed preview of the layout with the selected items loads on the right.

6. On the left side of the page, complete the necessary recipient details:

Field	Description
Page Name	Enter a name, up to 64 characters long, which identifies the shared page. The name also displays in the email to recipients but can be edited before sending.
Recipient Name Recipient Email	Enter a name, up to 64 characters long, to identify the recipient. Add the recipient's valid email address. Click Add Recipient to add additional recipients.
Page Password	Enter the password that stakeholders need to input in order to access the shared page. The password must contain at least eight characters and three of the four below character types: Lowercase letters Uppercase letters Numbers Symbols Important! The password is not included in the email to recipients and must be provided outside of Accolade. Re-enter the password to confirm it.
Expiration Date	(Optional) Enter the last date by which a stakeholder can access the shared page. At the start of this date, the stakeholder will not be able to access the shared page.
Comments	(Optional) Enter comments or other helpful information for recipients that is included in the email body.

7. Click Share Page to open your default email client to compose and send the email.

If an email is not sent right away, the page is saved and can be shared, edited, or removed at a later time.

Edit and Delete Shared Pages

To change the layout of a shared page, update the recipients who can view the page, or to change the password to log in, edit the shared page. Recipients who are removed can no longer log in and view the information.

Deleting a shared page removes it from Accolade, not the related project data, and prevents further access from stakeholders.

To edit a shared page:

1. Display a project.
2. Click on the upper right corner of the page and select Edit Shared Page.

A list of all shared pages associated with the project displays.

3. Select the desired page using and click Edit Page.
4. The shared page's layout opens. To edit what items appear on the shared page, click on the pods to add or remove them.

Selected items will be highlighted by a green check-mark, and unselected items will be indicated by a gray X.

5. Click Next. Re-size and rearrange your items as needed.
6. Click Next. On the left side of the page, edit recipient details. More...

   Field	Description
   Page Name	Enter a new name, up to 64 characters long, which identifies the shared page. The name also displays in the new email to recipients but can be edited before sending.
   Recipient Name Recipient Email	Click next to the desired recipients to prevent them from accessing the shared page. Click Add Recipient to add additional recipients using their name and email address.
   Page Password	Enter a new password that stakeholders need to input in order to access the shared page. The password must contain at least eight characters and three of the four below character types: Lowercase letters Uppercase letters Numbers Symbols Important! The password is not included in the email to recipients and must be provided outside of Accolade. Re-enter the password to confirm it.
   Expiration Date	(Optional) Enter the last date by which a stakeholder can access the shared page. At the start of this date, the stakeholder will not be able to access the shared page.
   Comments	(Optional) Enter comments or other helpful information for recipients that are included in the email body.

7. Click Update Page to save the changes and open your default email client.

To delete a shared page:

1. Display a project.
2. Click on the upper right corner of the page, and select Edit Shared Page.

A list of all shared pages associated with the project displays.

3. Select the page to delete using and click Save Changes.

The shared page is not deleted until the changes are saved. The message Shared page(s) have been deleted will display.

Upon deletion, attempting to log in to view the shared page displays Layout Preview Not Available.

Stakeholder View

Stakeholders access the URL to the shared page in the email sent by the Project Manager. Opening the shared page prompts stakeholders to input their password.

The shared page is a real-time view of the project data in Accolade based on the access levels of the current Project Manager. Navigational elements, such as the header navigation and hyperlinks to other areas of Accolade, are removed so only the data that is shared can be accessed.

• The message Invalid login credentials supplied displays if an incorrect password is used to sign in.
• The message Data Not Available displays for unsupported pods and for pods where no data is available.
• The message Layout Preview Not Available displays if access to the shared page has been revoked or if it has been deleted.
• The message This page can no longer be viewed as there is no project leader. displays if there is a project page shared and there is no longer an assigned Project Manager. In this instance, a Project Manager must be assigned before stakeholders can access the shared page.

Stakeholders close the page by clicking Close at the bottom of the screen.

Notes:    The Login Metric parameter must be blank in order to enable Share with Stakeholders. Not all pod types are supported and unsupported pods display Data Not Available when viewed on the shared page. More... The following pod types are supported: Charts Gates - Gate Readiness Gates - Meeting Dates HTML Reports Metric Planning Page Project Image - Main Project Image - Thumbnail Project Information - Data Form Project Information - Status Project Information - Trended Metrics Table Project Information - Trended Number Metrics Quick Grid Reports Task Board Users granted Extended Project rights can not create shared pages. Stakeholders can filter a chart or report on a shared page if there are run time filters defined for the data. Outside stakeholders may contact the Project Manager requesting to be removed from emails about the shared view. When this happens, the Project Manager must edit the shared page and remove the recipients.