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[8.x] [Docs] Update Sharing docs (#190318) (#193687)
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# Backport

This will backport the following commits from `main` to `8.x`:
- [[Docs] Update Sharing docs
(#190318)](#190318)

<!--- Backport version: 9.4.3 -->

### Questions ?
Please refer to the [Backport tool
documentation](https://github.com/sqren/backport)

<!--BACKPORT
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Update Sharing docs (#190318)\n\n## Summary\r\n\r\nThis PR updates the
docs regarding the **Share** menu in Kibana.\r\n\r\nNote1: Please advise
on the public URL/anonymous access feature. I'm not\r\nsure whether it
is still present nor under which form for the Link and\r\nEmbed sharing
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Update Sharing
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Update Sharing docs (#190318)\n\n## Summary\r\n\r\nThis PR updates the
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Update Sharing docs (#190318)\n\n## Summary\r\n\r\nThis PR updates the
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is still present nor under which form for the Link and\r\nEmbed sharing
options.\r\n\r\nNote2: @eokoneyo also has related updates
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BACKPORT-->

Co-authored-by: florent-leborgne <[email protected]>
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kibanamachine and florent-leborgne authored Sep 23, 2024
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Expand Up @@ -7,37 +7,40 @@
:frontmatter-description: {kib} provides you with several options to share *Discover* saved searches, dashboards, *Visualize Library* visualizations, and *Canvas* workpads with others, or on a website.
:frontmatter-tags-products: [kibana]

{kib} provides you with several options to share *Discover* saved searches, dashboards, *Visualize Library* visualizations, and *Canvas* workpads.
{kib} provides you with several options to share *Discover* saved searches, dashboards, *Visualize Library* visualizations, and *Canvas* workpads. These sharing options are available from the *Share* menu in the toolbar.

You access the options from the *Share* menu in the toolbar. The sharing options include the following:
[float]
[[share-a-direct-link]]
== Share with a direct link

* *PDF Reports* &mdash; Generate and download PDF files of dashboards, visualizations, and *Canvas* workpads. PDF reports are a link:https://www.elastic.co/subscriptions[subscription feature].
You can share direct links to saved searches, dashboards, and visualizations. When clicking **Share**, look for the **Links** tab to get the shareable link and copy it.

* *PNG Reports* &mdash; Generate and download PNG files of dashboards and visualizations. PNG reports are a link:https://www.elastic.co/subscriptions[subscription feature].
TIP: When sharing an object with unsaved changes, you get a temporary link that might break in the future, for example in case of upgrade. Save the object to get a permanent link instead.

* *CSV Reports* &mdash; Generate CSV reports of saved searches. <<csv-limitations,Certain limitations apply>>.
To access the object shared with the link, users need to authenticate.

* *CSV Download* &mdash; Generate and download CSV files of *Lens* visualizations.
Anonymous users can also access the link if you have configured <<anonymous-authentication,Anonymous authentication>> and your anonymous service account has privileges to access what you want to share.

* *Get links* &mdash; Share direct links to saved searches, dashboards, and visualizations.
image::https://images.contentstack.io/v3/assets/bltefdd0b53724fa2ce/blt49f2b5a80ec89a34/66b9e919af508f4ac182c194/share-dashboard.gif[getting a shareable link for a dashboard]

* *Download as JSON* &mdash; Generate and download JSON files of *Canvas* workpads.
[float]
[[manually-generate-reports]]
== Export as a file

* beta[] *Share on a website* &mdash; Download and securely share *Canvas* workpads on any website.
NOTE: For more information on how to configure reporting in {kib}, refer to <<secure-reporting,Configure reporting in {kib}>>

* *Embed code* &mdash; Embed fully interactive dashboards as an iframe on web pages.
Create and download PDF, PNG, or CSV reports of saved searches, dashboards, visualizations, and workpads.

[[reporting-on-cloud-resource-requirements]]
NOTE: For Elastic Cloud deployments, {kib} instances require a minimum of 2GB RAM to generate PDF or PNG reports. To
change {kib} sizing, {ess-console}[edit the deployment].
* *PDF* &mdash; Generate and download PDF files of dashboards, visualizations, and *Canvas* workpads. PDF reports are a link:https://www.elastic.co/subscriptions[subscription feature].

For more information on how to configure reporting in {kib}, refer to <<secure-reporting,Configure reporting in {kib}>>
* *PNG* &mdash; Generate and download PNG files of dashboards and visualizations. PNG reports are a link:https://www.elastic.co/subscriptions[subscription feature].

[float]
[[manually-generate-reports]]
== Create reports
* *CSV Reports* &mdash; Generate CSV reports of saved searches. <<csv-limitations,Certain limitations apply>>.

* *CSV Download* &mdash; Generate and download CSV files of *Lens* visualizations.

* *Download as JSON* &mdash; Generate and download JSON files of *Canvas* workpads.

Create and download PDF, PNG, or CSV reports of saved searches, dashboards, visualizations, and workpads.

[[reporting-layout-sizing]]
The layout and size of the report depends on what you are sharing.
Expand All @@ -55,17 +58,19 @@ image::user/reporting/images/shareable-container.png["Shareable Container"]

. From the toolbar, click *Share*, then select the report option.

* If you are creating dashboard PDFs, select *Optimize for printing* to create printer-friendly PDFs with multiple A4 portrait pages and two visualizations per page.
* If you are creating dashboard PDFs, select *For printing* to create printer-friendly PDFs with multiple A4 portrait pages and two visualizations per page.
+
NOTE: When you create a dashboard report that includes a data table or saved search, the PDF includes only the visible data.

* If you are creating workpad PDFs, select *Full page layout* to create PDFs without margins that surround the workpad.

. Generate the report.
. Generate the report by clicking **Export file**, **Generate CSV**, or **Generate PDF**, depending on the object you want to export.
+
NOTE: You can use the *Copy POST URL* option instead to generate the report from outside Kibana or from Watcher.

. When the report generates, a message appears. On the message, click **Download report**.
. A message appears, indicating that the report is in the export queue.

. To view and manage reports, open the main menu, then click *Stack Management > Reporting*.
You can then download it from that message, or go to the *Stack Management > Reporting* page to view and access all of your reports.

NOTE: In "stateful" deployments, reports are stored in {es} and managed by the `kibana-reporting` {ilm}
({ilm-init}) policy. By default, the policy stores reports forever. To learn more about {ilm-init} policies, refer
Expand All @@ -83,33 +88,6 @@ include::reporting-csv-limitations.asciidoc[]

include::reporting-pdf-limitations.asciidoc[]

[float]
[[share-a-direct-link]]
== Share direct links

Create and share direct links to saved searches, dashboards, and visualizations. To access the shared object, authentication is required.

. Open the main menu, then open the saved search, dashboard, or visualization you want to share.

. From the toolbar, click *Share*, then select *Get links*.

. Specify how you want to generate the link:

* To display only the current state of the object, select *Snapshot*.

* To display up-to-date changes, select *Saved object*.

* To generate a shortened link, select *Short URL*.

* To automatically log in anonymous users when you have multiple authentication providers enabled, select *Public URL*.
+
[role="screenshot"]
image::images/permalink-public-url.png[Permalink share menu with Public URL option highlighted]
+
NOTE: *Public URL* is available only when anonymous access is configured and your anonymous service account has privileges to access what you want to share. For more information, refer to <<anonymous-authentication,Anonymous authentication>>.

. Click *Copy link*.

[float]
[[download-as-json]]
== Create JSON files
Expand All @@ -122,6 +100,18 @@ Create and share JSON files for workpads.

. From the toolbar, click *Share*, then select *Download as JSON*.

[float]
== Embed outside of {kib}

* beta[] *Share on a website* &mdash; Download and securely share *Canvas* workpads on any website.

* *Embed code* &mdash; Embed fully interactive dashboards as an iframe on web pages.

[[reporting-on-cloud-resource-requirements]]
NOTE: For Elastic Cloud deployments, {kib} instances require a minimum of 2GB RAM to generate PDF or PNG reports. To
change {kib} sizing, {ess-console}[edit the deployment].


[float]
[[add-workpad-website]]
== Share workpads on a website
Expand Down Expand Up @@ -154,24 +144,12 @@ For information about granting access to embedded dashboards, refer to <<kibana-

. Click *Share > Embed code*.

. Specify how you want to generate the code:

* To display the current state, select *Snapshot*.

* To display up-to-date changes, select *Saved object*.
. Specify which parts of the dashboard you want to include: Top menu, query, time filter, and filter bar.

* Select the dashboard components you want to share.
. Click *Copy embed code*.

* To generate a shortened link, select *Short URL*.

* To automatically log in anonymous users when you have multiple authentication providers enabled, select *Public URL*.
+
[role="screenshot"]
image::images/embed-code-public-url.png[Embed code share menu with Public URL option highlighted]
+
NOTE: *Public URL* is available only when anonymous access is configured and your anonymous service account has privileges to access what you want to embed. For more information, refer to <<anonymous-authentication,Anonymous authentication>>.

. Click *Copy iFrame code*.

--

Expand Down

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