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Looker
Organizing with Spaces

A Looker Space requires a user to have the View access level to see it, and the Manage Access, Edit access level to change its contents. Your Looker admin may have given you the permission and Space access level needed to organize your personal Space and possibly other Space(s).

Be careful when organizing Spaces, as the changes will affect all users who have access to each Space. This can even be an issue for your personal Space if other users are accessing Looks and dashboards in your Space.

Viewing and Managing Access for a Space

The ability to view or make changes to a Space is determined by the access level granted to a user or group for that Space.

Space Access Levels

There are two access levels that can be assigned to a user or group for any given Space.

View: With this access level, a user can see that the Space exists and be able to see the Looks and dashboards inside it.

Manage Access, Edit: This access level lets a user do everything that the View access level does, plus make changes to the Space, such as:

Viewing Access Levels for a Space

To see the current access levels for a Space:

  1. Navigate to the Space. In the upper right, Looker displays a gear. You may also see a New button, depending on the permissions your Looker admin gave you and your access level for the current Space.
  2. Click the gear icon and choose the Manage Access option:

If you are not allowed to change access levels, Looker displays the access levels like this:

If you are allowed to change access levels, the Managing Access Levels for a Space section shows how the screen will look.

Managing Access Levels for a Space

You need both a permission from your Looker admin and the Manage Access, Edit access level for a Space to manage that Space. This gives you the ability to edit the name of a Space, create subspaces, and specify which other users can view or manage the Space.

  1. Navigate to the Space and view its access levels. If there is an Add group or user field then you can manage the Space:

  2. If the Space is a subspace of another Space, Looker shows whether this Space currently inherits its access-level settings from its parent. You can also choose to create a custom list of users and groups.

  3. If you chose to have a custom list of users and groups, you can manage each user or group individually:

    • Change the access level for a group or user by clicking their current access level and choosing the desired access level. You cannot change the ability of Looker admins to manage the Space:

    • Remove the access level from a group or user by clicking the X beside the name.

    • Add one or more groups or users by clicking the Add group or user field, choosing a group or user, then selecting the desired access level:

Creating a Space

You can create a new Space within the Shared Space or your personal Space.

To create a new Space, first navigate to the Space that you want to contain it. In other words, if you want a new Space within the Shared Space, first navigate to that Space. Or, if you want a new Space inside the Marketing Space, make sure you’re in Marketing.

Once you have navigated to the Space:

  1. Click the New button in the upper right.
  2. Select the Space option. (To create a dashboard from the New button, see this page.)
  3. In the Create Space pop-up, enter a name for the Space.
  4. Click Create Space.

By default, a Space inherits the Space access levels of its parent.

Renaming, Moving, and Deleting a Space

Subspaces within Shared or your personal Space can be renamed, moved, and deleted. The top-level Spaces such as Shared or your top-level personal Space cannot be changed in this way.

To make a change, first navigate to the Space of interest. Then choose the appropriate option from the gear menu in the upper right:

Use caution when deleting a Space. In a single action you can delete all of a Space’s content, which could include subspaces. A Looker admin might be able to recover the content of a deleted Space, but the content will be returned to the personal Spaces of the users that created it, not back to the Space that was deleted.

Copying and Moving Looks and Dashboards

If you have the Manage Access, Edit access level for a Space, you can copy or move its Looks and user-defined dashboards to another Space. (LookML dashboards reside only in the LookML Dashboards Space and cannot be saved into different Spaces.)

If a dashboard has Look-linked tiles, then those Looks must be in the same Space as the dashboard. Therefore, if you try to move a Look that is used in a dashboard, Looker will instead make a copy of the Look in the new location while also keeping the Look in its original location. This ensures that your dashboard doesn’t have any missing tiles. Also, if you copy or move a dashboard to a new location, Looker will copy or move its Looks to the new location as well.

To move or copy content, follow these steps:

If your Looker admin has enabled the Homepage with Thumbnails Labs feature, Spaces will look different. Click here to see

If the Space is in table view, it will look like this:

If the Space is in grid view, it will look like this:

  1. Check the box to the left of the item or items you want to change. If you have Homepage with Thumbnails enabled and you are in grid view, hover over a thumbnail to see the checkmark, then click the checkmark to select the Look or dashboard.
  2. Buttons will appear above the list of dashboards or Looks. Click Copy or Move. Looker displays the Copy Look(s) pop-up (shown above) or the very similar Move Look(s) pop-up.
  3. On the left side, click the name of a top-level Space to navigate to it.
  4. On the right side, click the name of a subspace to use that subspace, or to navigate to a subordinate subspace. If there are many subspaces, you can type the subspace name into Search this Space to filter the list to just that subspace.
  5. When you have navigated to the Space where you want to copy or move the items, click OK.

Converting Dashboards from Look-Linked to Query Tiles

You can create a dashboard tile by linking to a saved Look (Look-linked), specifying text, or specifying a query directly. Look-linked tiles can cause clutter if there are many saved Looks that are only needed for a single dashboard. To avoid this, in Spaces, you can select one or more dashboards and convert all of the tiles based on saved Looks to query tiles.

You can also use a dashboard’s gear menu to convert the dashboard’s Look-linked tiles to query tiles or use an individual tile’s menu to convert a single tile to a query tile.

As part of this process, you can opt for the Clean up Space during conversion operation, which means that Looker will automatically delete the source Looks after they are converted to query tiles. This option only appears for Looks in your dashboard that meet the following criteria:

You can see which Looks will be deleted before deciding, as shown in the procedure below.

To convert the Look-linked tiles on one or more dashboards to query tiles from table view:

If your Looker admin has enabled the Homepage with Thumbnails Labs feature, Spaces will look different. Click here to see

The table view with visual thumbnails is set up the same way as in the image above, but for grid view, you need to hover over a dashboard’s thumbnail to see the select checkmark:

  1. In your Space, select one or more dashboards.
  2. Click the Convert Looks to Tiles button.
  3. In the Convert pop-up window, hover over the link to see the list of Looks that have been identified for deletion. Looker shows the link only if there are Looks that can be deleted safely, because they are not scheduled for data delivery, used in other dashboards, favorited, or public. If you don’t see the link, Looker hasn’t identified any Looks that can be deleted safely.
  4. The Clean up Space during conversion option only appears if Looker has identified Looks that can be deleted safely. If you want to prevent Looker from deleting the Looks, uncheck the box. If the box is unchecked, Looker will keep all of the Looks but you can later delete them manually if you want to clean up your Spaces.
  5. Click Convert to convert all the of dashboard’s Look-linked tiles to query tiles.

Looker then replaces each of the dashboard’s Look-linked tiles with a new query tile that uses the same query and visualization settings as the original Look. If you enabled Clean up Space during conversion, the converted Looks listed in the window will no longer be seen in Spaces.

If you realize you need a deleted Look, your Looker admin might be able to recover it for you, so long as your Looker admin team has not already emptied Looker’s trash as part of their maintenance process.

Deleting Looks and Dashboards

If you have the Manage Access, Edit access level for a Space, you can also delete its Looks and dashboards.

To delete Looks and dashboards, first check the box to the left of the items you want to delete. Then click the Delete button that appears above the list of dashboards or Looks:

If your Looker admin has enabled the Homepage with Thumbnails Labs feature, Spaces will look different. Click here to see

The table view with visual thumbnails is set up the same way as in the image above, but for the grid view, you need to hover over a Look or dashboard’s thumbnail to see the gear menu:

Click OK in the confirmation window.

For dashboards, the confirmation window may also show an option to Clean up Space during conversion:

When checked, the Clean up Space during conversion option will delete any Looks associated with the dashboard you’re deleting. However, Looker will only do so if the Looks are not scheduled for data delivery, used in other dashboards, favorited, or public. You can hover over the link at the bottom of the confirmation window to see the list of Looks that have been identified for deletion.

If you don’t see the Clean up Space during conversion option, Looker hasn’t identified any Looks that can be deleted safely.

If you accidentally delete a piece of content, your Looker admin might be able to recover it for you. Looker stores deleted content in the trash until your Looker admin team empties the trash as part of their maintenance process.

Conclusion

Spaces enable you to organize your Looks and dashboards into logical buckets. This can be helpful when organizing the most relevant information for different segments of the organization.

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