To provide more clarity, we have renamed Spaces to folders as of Looker 6.20.
In Looker 6.16 and higher, there are two complementary ways to organize content within Looker: folders and boards. To use boards in Looker 6.16 and 6.18, your admin must enable the content curation beta (boards) Labs feature.
Folders, which store dashboards, Looks, and other folders, are the primary way that people organize content in Looker. Folders can also be used to control content access. By managing access to a folder, you can also manage access to the content stored in that folder. Learn more about folders on the Finding Content in Looker documentation page.
To curate existing dashboards and Looks, we released the first phase of Looker's content curation solution, boards, in July. It is out of beta and available to everyone in the September 2019 release (6.20).
Like search, Popular, and Favorites, boards provide another way to surface and navigate to existing dashboards and Looks stored in folders.
- Easily curate dashboards and Looks for a team or initiative without moving the underlying content, which is stored in folders.
- Pin dashboards created in LookML (LookML dashboards) to a board. (Note: In the 6.20 release, you must do this from the LookML dashboard itself.)
- Pin the same Looks, user-defined dashboards, and LookML dashboards to multiple boards.
- Support new users by making it easier for them to find relevant content in Looker.
- Populate an information section; add context with Markdown links and descriptions to help guide colleagues.
Several specific features:
- Anyone can curate content for a team or initiative and include information and links.
- When someone adds a board to their list, it appears in the scrollable left navigation pane.
- The left sidebar is now simplified. Folders are still accessible in the All folders section.
- By default, all boards can be viewed by anyone at the organization, and they can also be made private.
Frequently asked questions
Q: What is the difference between folders and boards?
A: Folders represent the underlying file system where your dashboards and Looks are stored. Folders also control access to content. All content access is managed at the folder level. Like search, as well as Popular and Favorites, boards represent another discovery solution for existing content. They are, in essence, lists of existing dashboards and Looks stored elsewhere in Looker's underlying file system. For this reason, dashboards and Looks can appear on multiple boards.
Q: How will boards work with folders?
A: They will work in tandem with folders. Dashboards and Looks are technically stored in folders, but can appear on multiple boards.
Q: How will access & permissions work for boards?
A: Anyone can view a board by default, but creators can choose to make the board private. To choose the access level for a board, select the share icon in the upper right of the board.
Q: What if someone doesn't have access to content? Will they see that content on the board?
A: Unlike with folders, access to a board does not control access to the underlying content. Boards honor any existing access levels; people will not see content that they do not have access to see.
Q: How can I reduce clutter people will see in search results? As an admin, can I limit who can create a board?
A: Today, people often create documents outside Looker with lists of relevant dashboards and Looks within Looker. We believe anyone should be able to do this within Looker. Still, contributing to cluttered experience in places like search results counteracts our goal of making it easier for people to find relevant content. Given this, we will enable Looker admins to control whether or not boards appear in discovery channels like search by default (coming soon).
Q: How can I encourage my colleagues to add a board to their navigation/sidebar in Looker?
A: When you click the share icon on a board, you have the option to copy and send someone the URL. Additionally, you can choose to send an email notification to newly added users or groups. The email notification will encourage recipients to add the board to their lists.
- Admin controls over defaults: choosing whether or not, by default, boards are visible in search and other discovery channels
- The ability to move content across sections
- Additional areas for descriptions
- Improved search