Plexara
What you will take away from this lesson
Article 302 ended with a useful shortcut: when the agent runs an export, you can ask for a public link in the same breath, and the agent passes the create_public_link option to Trino Export. That is one specific case of sharing. This article covers the full sharing system, which is the same for every asset (a dashboard from 301, a report, a chart, an export from 302) and the same for collections (covered in the next lesson).
The mental model is Google Docs. You share an asset with named teammates (they see it in their portal under Shared With Me), or you create a public link anyone can open without an account. Both modes support an expiration date, a notice text, and revocation. Both modes live in the portal Share UI. Outside the export shortcut, sharing is something you do in the portal after the asset exists, not something you ask the agent to do during the session.
Learning Objectives
- 01Recognize that Plexara has two share modes and pick the right one for each situation: a named user share, or a public link.
- 02Use the controls every share supports (expiration, notice text, revocation) so a teammate gets exactly the access you intend, for exactly as long as you intend.
- 03Read the recipient experience for each mode so you know what your teammate will actually see when they open the link.
- 04Find shares others have given you on the Shared With Me page, and find the shares you have given on the asset itself.
- 05Know that for non-export assets, sharing is a portal action (not an agent prompt); the trino_export create_public_link shortcut from 302 is the one agent-driven exception.
Where this lesson sits in the curriculum
301 built dashboards and reports. 302 produced data exports. Both produce assets that live on your Assets page. 303 is how those assets get into a teammate's hands, or into the hands of someone without a Plexara account at all.
300 Series: getting more out of Plexara
- 301Creating reports and dashboardsHow to ask the agent for shareable work product instead of chat that scrolls away. The habits that decide whether your dashboard survives next week.
- 302Exporting dataWhen you need a spreadsheet a teammate can sort, or a data file for another system, instead of a view.
- 303Sharing your workTwo ways to share: a user share to a named teammate, or a public link anyone with the URL can open. Three controls on either: expiration, notice text, revocation.
- 304Creating collectionsBundle a dashboard, a summary, and the underlying data into one navigable briefing. Build it during the session via the agent, or by hand on the portal's Collections page.
- 305Editing what you already haveUpdate an asset in place so shared links keep working and history stays on one record. Metadata edits do not bump the version; content edits do; revert is append-only.
- 306How an asset was builtThe audit trail Plexara records at the MCP boundary: which tool calls the agent invoked, with what parameters, in the producing session. Captured at save time, readable by you or the agent.
- 308Reproducible promptsSave the starting instruction as a first-class prompt with named arguments via Manage Prompts (manage_prompt). Re-run it later with different values. Personal, persona, or global scope. What re-running does and does not guarantee.
The 300 series is practical recipes for working with Plexara day to day. It assumes the mental model from 205.
Two share modes
Plexara has two ways to share an asset, the same two you know from Google Docs. A user share goes to a specific person by email or user ID with viewer or editor permission. A public link is a tokenized URL anyone holding the URL can open, always at viewer permission. If your recipient has a Plexara account, use the user share; the public link is for recipients without an account.
The two share modes, side by side
User share
- Who it is for
- Teammates with Plexara accounts. Marketing colleague, finance partner, your manager.
- Permission
- Viewer or editor. Editors can update the asset; viewers can only open it.
- What the recipient sees
- The asset appears on their Shared With Me page, with your name as sharer, the permission level, and the share date. They click the entry to open it in the same governed asset viewer you use.
- Example
- "Share the Q3 sales review dashboard with [email protected] as a viewer for 14 days."
Public link
- Who it is for
- Anyone with the URL. Auditors, vendors, partner teams, regulators. People without a Plexara account.
- Permission
- Viewer only. Public links cannot be set to editor; the portal forces viewer for any unauthenticated link.
- What the recipient sees
- The URL lands them on a public view page that shows the asset and the notice text. No portal account, no login. They cannot see other assets, only the one the link is for.
- Example
- "Generate a public link for the Q3 transactions export so the external auditor can fetch it for 7 days."
The asset itself does not change between modes. The same Q3 dashboard or Q3 CSV can have a user share to finance and a public link to an external auditor at the same time. The owner manages both from the same Share panel on the asset page.
Controls that apply to either mode
Both share modes support the same three controls. You set an expiration when you create the share, and the share auto-revokes when the duration runs out. You can edit the notice text the recipient sees on each view, or hide it. The owner can revoke a share whenever they want. The panel below covers each behavior in detail.
Controls available on every share
Expiration: auto-revoke after a duration
Set an expiration like 24h, 7d, or 30d when you create the share. After the duration elapses, the share goes inactive automatically and the recipient (or the public link) stops working. The next view attempt returns a forbidden response. There is no quiet failure: the share row in your asset's share list reads as expired, so you can see at a glance which links are dead.
Notice text: a confidentiality label
A short message (up to 500 characters) displayed on the asset view. Defaults to "Proprietary & Confidential. Only share with authorized viewers." Useful for adding a context line ("Q3 board meeting, do not redistribute") or hiding the default when the recipient is a public-facing partner. The recipient sees this banner on every view of the asset.
Revocation: cut access immediately
If you change your mind, revoke the share. The owner is the only one who can revoke; revoked shares fail the canViewAsset check on the very next view attempt. The recipient sees a not-authorized page; the link stops working. The share row stays in your share list so you have an audit trail of what was shared and when it was cut.
Use expiration by default. Setting a duration on every share, even when you do not expect to need one, means you do not have to remember to come back and clean up after the work is done.
What the portal's Share dialog asks you
The Share dialog is the same five fields whether the asset is a dashboard, a report, a chart, an export, or a collection. Once you know what each field does, you can configure any share in well under a minute. The table below is a reference for what to put in each field.
What the portal Share dialog asks you to fill in
Shared with
email address (user share) or empty (public link)
If you enter an email, the share is user-targeted. If you leave it empty and click "Create public link," the share is a tokenized public URL.
Permission
viewer (default) or editor
Public links are always forced to viewer regardless of what you pick. Editor lets the recipient update the asset content; viewer is read-only.
Expires in
a duration like 24h, 7d, 30d (leave empty for no expiration)
Setting an expiration is a one-time decision. If you want longer-lived access, lengthen the duration; if shorter, shorten it. A revocation kills the share regardless.
Notice text
up to 500 characters; empty hides the notice
Defaults to "Proprietary & Confidential. Only share with authorized viewers." Replace with context-specific text or empty out for partner-facing shares.
Hide expiration
on or off
Optional. When on, the recipient does not see when the share expires. Useful for executive shares where the timing is sensitive context.
You see the same five fields whether the asset is a dashboard, a report, a chart, an export, or a collection. The asset type does not change the share controls.
End to end: from chat to recipient to revoke
A complete share starts in chat and ends in a Slack thread or an email or a Confluence page. The six steps below cover the full arc. The shape is the same for every asset.
End-to-end: chat to share to recipient to revoke
- 01
Build the asset
Chat with the agent
"Build a Q3 2025 regional sales dashboard and save it as Q3 2025 regional review." The agent creates the asset; you get a portal link back. Same as 301.
- 02
Open the asset
Plexara portal
Click the portal link the agent returned. You land on the asset page in the portal. From here, sharing controls are right next to the asset content.
- 03
Open Share, pick a mode
Plexara portal
Click Share. The dialog asks for the five fields above. Enter your colleague's email for a user share (with viewer or editor), or leave the email empty and click "Create public link" for a public token URL.
- 04
Set expiration and notice, copy the link
Plexara portal
Pick a duration ("7d" for a week, "24h" for tomorrow, leave empty for indefinite). Edit the notice if it should say something specific. Copy the link and paste it where it needs to go (Slack, email, a Confluence page).
- 05
They open the link
Recipient's view
For a user share, the asset appears in their Shared With Me; they click in and view the dashboard at the same URL pattern as the owner does, gated by the share permission. For a public link, they hit the public view URL without logging in and see the dashboard plus the notice text.
- 06
Audit or revoke when the work is done
Plexara portal
On the asset page, the share list shows every active and expired/revoked share with create date, recipient, permission, and expiration. Revoke any of them at any time; the link stops working on the next view.
Only step 01 happens in chat. The rest is portal work, because that is where you can see recipient, permission, expiration, and notice in one place before you commit.
Why sharing happens in the portal, not the chat
A natural question once you have used the agent for everything else: can I tell the agent to share an asset? The answer is mostly no, and the reason is deliberate.
Revocation, the unplanned cousin of expiration
Expiration handles the planned end of a share. Revocation is what you reach for when something changes between now and the expiration: an auditor finished early, a vendor's contract ended, a link got forwarded somewhere it should not have gone. The owner clicks Revoke on the share row and the next view attempt fails. The row stays in the asset's share list so the action is auditable.
Habits worth building
A few habits will keep your share list short and meaningful instead of long and full of links you no longer remember authorizing. The panel below is the short version.
Habits worth building around shares
Pick the narrowest mode that works
If the recipient is a colleague with a Plexara account, a user share is narrower and auditable. Use a public link only when you need someone without an account to open it.
Default to an expiration
Shares without expirations accumulate. Pick a duration even when you think you do not need one. You can always renew by creating a new share, and it costs nothing.
Revoke when you stop trusting the link
If the relationship ended or the link got forwarded, do not wait for the expiration. Open the asset, click Revoke on the share row, and the link stops working on the next view.
What 304 covers
Sharing one asset at a time is the right shape when the work is a single dashboard or a single export. Sharing a coherent set, where the recipient should see the dashboard, the supporting report, and the underlying data export as one briefing, is the case for collections. The next lesson covers them. Same Share dialog, same controls, applied to a bundle of assets.
Key terms
Seven terms cover the vocabulary of sharing in Plexara. The first two are the modes. The next three are the controls that apply to either. The last two are the audit and inbox surfaces in the portal that make the system observable.
Key Terms
- User share
- A share targeted to a specific email address or user ID, with viewer or editor permission. The asset shows up on the recipient's Shared With Me page.
- Public link
- A tokenized URL anyone can open without a Plexara account. Format:
{base}/portal/view/{token}. Always viewer-only; cannot be set to editor. - Permission: viewer / editor
- Viewer can open and download the asset. Editor can additionally update its content. Public links are always viewer.
- Expiration
- An optional duration after which the share auto-revokes. Set as a duration string like 24h, 7d, 30d. Empty means the share lasts until manually revoked.
- Notice text
- A confidentiality banner shown on every view of the asset. Default: "Proprietary & Confidential. Only share with authorized viewers." Up to 500 characters; empty hides the banner.
- Revocation
- Owner-only operation that immediately cuts a share. Takes effect on the next view attempt. The share row stays as an audit record.
- Shared With Me
- The portal page where assets and collections other users have shared with you appear. The Plexara equivalent of a Google Drive “Shared with me” folder.