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External Data Sharing ​

External data sharing lets selected Pianola data be made available outside the main application.

This can support reporting, websites, portals, partner systems, exports, integrations, or other tools that need to read controlled information from a Pianola application.

Shared Data Lists ​

Query and Column Selection ​

External data sharing is based on shared data lists.

A shared data list combines a saved query with a column selection. The query decides which records are shared. The column selection decides which fields are visible in the shared output.

Members ​

A shared data list can have members.

Members are usually identified by email address. This allows access to be limited to the people who should see the shared list.

Expiration ​

A shared data list can have an expiration date.

Expiration is useful when access should only be available for a limited period, such as during a review, event, handover, or temporary collaboration.

Access ​

Project teams should clarify:

  • which data should be shared
  • which saved query defines the shared records
  • which column selection defines the shared fields
  • who should have access
  • whether the shared data should expire
  • whether an API key is needed for system access

Application Enablement ​

External data sharing has to be enabled for the application.

When enabled, users with the relevant rights can manage shared data lists from the application interface. If it is not enabled, the sharing controls are not shown.

Shared Data Users ​

External data sharing uses a separate shared-data access flow.

This keeps shared access distinct from ordinary application users. Shared users can be given access to specific shared data lists without receiving full access to the main Pianola application.

API Access ​

Shared data can also be exposed through an API endpoint when configured.

This is useful when another system needs to read the shared records automatically. API access should use a deliberately limited query and column selection so the external system only receives the intended data.

Relationship to Integrations ​

External data sharing is related to integrations, but it is useful to think about it separately.

An integration often describes a broader exchange of actions or data between systems. External data sharing focuses on making selected Pianola data available in a controlled, mostly read-only way.