Gallery Server User Subscriptions

[Franz]

How did the Subscriptions change between server versions ?

Previously, (ver. 2019.x & 2020.x) there was the option to add different types of users (free or paid seats) into this subscription;

With the version we have now 2022.1.1.40869 this is no longer available. Nevertheless, users can still be added to the Subscription. What I want to understand is what does adding a user here means in practice? Is the studio owner somehow limited in term of users being added, does it impact her accessing the server etc.

Thanks.

[fmvizcaino · Accepted solution]

Hey @Franz ,

Pasting my answer here. 😁

A shared subscription/studio is somehow similar to a collection. Here are the nuances in both.

Shared subscription

1. If an artisan/developer publishes a workflow, all the artisans inside the studio automatically have access to it
2. Ability to open, publish and create a new workflow version automatically
3. Version history is available automatically
4. Option to share schedules automatically. All artisans can see each other's schedules

Collection

1. Artisan must publish the workflow in a collection
2. Artisans must add a schedule to a collection
3. Version history must be enabled on the workflow settings in each workflow
4. Ability to open and publish a workflow from designer. To create a new version, the artisan must have the update permission in the collection.

Best,

Fernando Vizcaino

[gyang3]

@Franz just to add on to what @fmvizcaino mentioned above, Subscription (aka Studio) technically still exists. It's just displayed as My Workspace in the end user view. Any asset in your studio will be associated with the user rather than a given studio in 22.1 and later.

In prior versions, adding multiple users to a subscription was meant to encourage that private sharing and collaboration. So no changes to what adding user does from this 22.1 to previous version. However, the recommendation now is to use Collections to share assets with others.

Here is the help document on Subscription if you'd like to read a little more into it.

https://help.alteryx.com/20221/server/subscriptions-studios

Hope that clear things up a little bit more :)

[Franz]

Hi @gyang3 and thanks for complementing the explanation of the functionality..

Good to know that the controls are going towards the Collection-based method.

One question to that, take an existing Collection that has an owner/user;

There are several attributes (ie: Workflows, AD users, User Groups....) and also the Private Studios;

Now can you clarify the following to do with adding Private Studios to a Collection:

Prior to our recent migration to the ver. 2022.1.1.x my Private Studio was in multiple Collections; It seems that now after the upgrade if I remove my studio from a Collection I cannot add it back. In fact I cannot add any Private Studios (even though I'm the owner of all the Collection tried as well as having the Curator role); I can manage the other attributes (Workflows, Schedules, AD Groups etc);

I don't see any guideline for this anywhere on the links you provided...

Am I missing something here?

(Server 2022.1.1.40869);

Thx.

Franz

[fmvizcaino]

Hey @Franz ,

Not missing anything. Alteryx keeps previous features still available to have a seamless upgrade and keep all the configurations and accesses as your previous environment, IMO. 

The feature is still there and working (not sure here) but the add button has been deactivated.

Since Alteryx recently moved from a studio based to a user based gallery, both Alteryx and us partners are suggesting the users to minimize the usage of shared studios and start leveraging user groups instead.

But this is my user perspective, maybe @gyang3 has a clearer one from the inside 

Best,

Fernando Vizcaino

[gyang3]

@fmvizcaino This is my perspective as well.

[Franz]

Thanks for the confirmation Fernando.

 I think it's a move in the right direction. Nevertheless, the usage of AD groups is also still only partially applicable. Access to the Collections controlled by user groups works fine. However, as our recent experience shows (confirmed by Alteryx) the DCM Connections cannot be shared by user groups (AD Groups specifically is the method we are after). So although one can manage access/permissions to the workflow in a Collection using that method, access to the data (ie. Data Connections) cannot be achieved that way as of this (latest) server version. Anotherwords, AD role-based security cannot yet be used to manage DCM-category data connections. Luckily, a Custom Group workaround exists.

(As workflows are designed to work with corporate-based data sources, the controls around the access to this data is what our audit/security are interested in). 

F.