Creating bookmarks

Bookmarks let you save specific selection states. This allows you to review them later, and share them with other users.

Depending on the type of bookmark, not all bookmarks are rendered when you open the list of bookmarks you have created. The bookmarks are still available, and you can find them by searching by bookmark name.

Creating a bookmark

Do the following:

1. Make the selections on the sheet that you want to save as a bookmark.

2. Click Bookmarks in the assets panel.

3. Click Create new bookmark.

4. Title: By default, the name of the sheet and a summary of the selections are used as the title of the bookmark. You can change this if needed.

   Information noteDo not use a name already used by an alternate state.
5. Description: You have the option to enter a description of the bookmark.

6. Save sheet location: Toggle this on if you want the bookmark to switch to the sheet that was open when it was created. Toggling it off means that the user will stay in their current sheet when the bookmark is applied.

   Information noteIf the target sheet that was saved with this setting is deleted or is a private sheet, applying the bookmark will not open that sheet. The selections associated with this bookmark will still be applied to the app.
7. Save layout: Toggle this on if you want to save chart layouts, sorting, or expansions.

8. Save all variable states: Toggle this on to save the current values of variables in the bookmark.

   Information note

   Variable states can still be included if Include in bookmarks is set on the variable by the app creator. For more information, see Including variable states in bookmarks and reports.

   Information note Variables created in the load script cannot have their state saved in bookmarks using Save all variable states. For more information, see Including variable states in bookmarks and reports.
9. Click Create.

States and set expressions

When creating or editing a bookmark, you will see the possible alternate states that have been bookmarked. If a state includes selections, then the set expression for the selections is also shown.

You can copy the set expression by clicking Copy.

Bookmark options

In sheet view, if you right-click on a bookmark, you will see the following options:

• Apply bookmark: The selections saved in the bookmark are applied and the sheet which the bookmark originates from is displayed. Any previous selections are cleared.
• Apply selections only: The selections saved in the bookmark are applied. Any previous selections are cleared.
• Make public: Making a bookmark public means that anyone can use it. You will no longer be the owner of the bookmark.
• Make private: Making a bookmark private returns it to the original owner's private bookmarks.
• Details: Displays location, layout state, and set expressions.
• Copy link: Copies the bookmark location so it can be shared.
• Set as default bookmark: When the app is opened, the layout state and the selection state of the default bookmark are used, instead of the app overview page. See Setting a default bookmark to create an app landing page.
• Delete: The bookmark is deleted.

Searching for bookmarks

Do the following:

1. In a sheet, click Bookmarks in the asset panel.

2. Type your search criteria in the search field.

   The list is filtered as you type.

Changing the title and description of a bookmark

You can change the title and description of a bookmark.

Do the following:

1. In a sheet, click Bookmarks in the asset panel.

2. Under My own, click on the bookmark you want to edit and select Details.

3. Click Edit details.

4. Make your changes to Title and Description.

5. Click Done.

The changes are automatically saved.

Changing who can see the bookmark

Who can see your bookmark depends on the type of space in which its associated app is located, as well as whether the bookmark is public or private. Bookmark content might only be partially accessible to other users if the bookmark has been associated with a private sheet using the Save sheet location setting.

For more information, see Granting access to sheets, sheet groups, bookmarks, and stories.

Personal space

Bookmarks within apps in your personal space cannot be viewed or applied by other users.

Shared spaces

In shared spaces, private bookmarks can be made visible to others by right-clicking the bookmark and selecting Make public.

You or another space member with sufficient permissions can make the bookmark private by right-clicking it and selecting Make private.

To make private sheets, sheet groups, bookmarks, and stories public, you need one of the following space roles in the shared space:

• Owner

• Can manage

• Can edit

To make public sheets, sheet groups, bookmarks, and stories private, one of the space roles listed above is required.

These permissions apply to users with Professional or Full User entitlement. For more information about permissions in shared spaces, see Managing permissions in shared spaces.

Here are some additional considerations for public bookmarks in a shared space:

• If you apply the setting Save sheet location when you create the bookmark, and its target sheet is public, space members and users with app-only access are brought to that sheet when they open the bookmark, in addition to applying the bookmarked selections to the app. If this setting is turned off, applying the bookmark will still apply the selections associated with the bookmark.

• Bookmarks save selection states and, optionally, information about the sheet you use to create them. Therefore, you can create a public bookmark using a private sheet and other users will be able to apply the bookmark's selections. They will not, however, be able to see the private sheet.

Managed spaces

In an app published to a managed space, you can publish your private bookmarks to the Community by right-clicking the bookmark and selecting Publish. In a managed space, you need one of the following space roles to publish your private bookmarks to the Community:

• Owner

• Can manage

• Can contribute

You, as well as other managed space members with either the Owner or Can manage space role, can make a Community bookmark private again by right-clicking it and selecting Unpublish.

These permissions apply to users with Professional or Full User entitlement. For more information about permissions in managed spaces, see Managing permissions in managed spaces.

Here are some additional considerations for bookmarks in a managed space:

• When an app is published from a shared to a managed space, all sheets, bookmarks, and stories that are public in the source app will become public content in the published app. Bookmarks that are private at the time when the app is published are not accessible in the published app.

• Public bookmarks cannot be changed into Community bookmarks.

• If you apply the setting Save sheet location when you create a public or Community bookmark, and its target sheet is a public or Community sheet, space members and users with app-only access are brought to that sheet when they open the bookmark. Whether this setting is toggled on or off, applying the bookmark will always apply the selections associated with the bookmark.

• Bookmarks save selection states and, optionally, information about the sheet you use to create them. Therefore, you can create a Community bookmark using a private sheet and other users will be able to apply the bookmark's selections. They will not, however, be able to see the private sheet unless it is published to the Community.