Can you share reference data between departments?
Reference Data and departments
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Such a good question, Ashley.
The answer is sort of yes but also no. If you have an App with Reference Data that is shared to multiple departments, that data will be available to the users in all of those departments when they're filling out the App.
But, just like the App itself, that data lives in the original department. It won't show up on the Reference Data & Images screen in those additional departments.
If you need the same App to have different Reference Data (but the same fields), you'd need to share the App to the second department and then make a copy of it. Then that second department owns that App, and you can upload new Reference Data.
In the reverse, if you have Reference Data from an App, but that App doesn't need to exist in the second department, but you want the data for a different app, you'd need to upload it into the second department.
That's probably more of an answer than you were looking for, but I hope it makes sense.
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If you copy over the App, it will make a copy of the Reference Data file. That file is basically a completely new, separate file (it even changes the name to differentiate, it looks like it adds _1). So you'd have to update both in that case. But, you'd only need to make the copy if you want to have that data be separate. If it's okay for them to keep sharing the data, you can rely on the sharing mechanism instead.
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Adding to this instead of creating new... I would like to be able to have reference data shared between departments so for common reference data we only have to update in 1 location. Having to copy the same reference data to multiple places or keep all apps in one department is problematic.
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