Data Sharing

Learn how to use Data Sharing to share data with trusted partners.

Data Sharing allows users to collaborate with trusted business partners by sharing telematics data with other MyGeotab databases. For example, a rental company can share data with a client who is renting from them, so the client has the telematics data in their own database.

Data Sharing starts with a transaction between two MyGeotab users. A user in a primary database requests to share telematics data with a user in a target database. The target database user accepts or rejects the request based on the needs of their business.

Key terms


Term	Definition
Primary database	The database that shares the telematics data.
Target database	The database that receives the telematics data shared by a primary database.
Active database	A database that is currently in use in MyGeotab.

Data Sharing availability and permissions

Learn what you need before you use Data Sharing.

Review these requirements before you share data or respond to a Data Sharing request.

Telematics services can only be shared between active databases.
To view shared services, users must have the View device share clearance.
To accept or reject a Data Sharing request, users must have the Administer asset share clearance.
By default, administrators have the Administer asset share and View device share clearances. For more information about clearances, see Security clearances.

Data Sharing considerations

Learn what to know about privacy and delays before you share data.

Device control

Only the primary database can configure device-level control, such as Audio Feedback, unless the share was enabled with Grant device control. In that case, the receiving database has those permissions instead. Only one database at a time can control the device settings. For more information, see Grant device control.

Supported devices

OEM telematics can be shared in the same way as GO device data.
Third-party custom telematics devices can be shared depending on the manufacturer. For more information about Data Sharing support for third-party custom telematics devices, contact Support.
Only data associated with the Rate Plan can be shared.

Billing

Note:

Fees may apply for Data Sharing. Contact your reseller or account manager for billing details before proceeding.

For more information, see Data Sharing billing.

Data privacy

Driver names, group names, and zone names are private and are not displayed in the target database.

Restricted Data Mode

Important:

Restricted Data Mode does not work with Data Sharing. If you share device data with another database, any information hidden in your primary database using Restricted Data Mode is still visible in the shared database. Restricted Data Mode applies only to the primary database where it was turned on.

Terminating Data Sharing

Data Sharing termination is available to all administrators in both the primary and target databases.

Jurisdiction changes

When the jurisdiction of an account is changed in MyGeotab, there might be a short delay (up to 60 minutes) before shared data is routed to the new jurisdiction. This delay is due to the time the system needs to update and redirect the data.

Share expiration

When a data share expires, there might be a brief delay (up to a few minutes) before data completely stops flowing. Plan your usage with the understanding that data might still be accessible immediately after the expiration time.

Data Sharing billing

Learn how billing works for Data Sharing and who pays for shared data.

Billing begins as soon as a target database accepts a Data Sharing request.

Note:

Fees may apply for Data Sharing. Contact your reseller or account manager for billing details before proceeding.

Who pays for Data Sharing

The primary database decides whether the target database or the primary database pays for shared data. By default, the target database pays.

When the Payment by target database toggle is on (default), the target database pays for the shared data.
When the Payment by target database toggle is off, the primary database pays for the shared data.

Set this option when you send a request. For the steps, see Sharing data with a target database.

Invoicing

Invoicing for Data Sharing is billed to the majority Partner for the target database. If the Payment by target database toggle is off, billing associated with the data share is billed to the majority Partner of the primary database.

Tracking billing preferences

All Data Sharing activity and billing preference selections are recorded in the Audit Log.

Ending billing

When Data Sharing is terminated, billing also ends. Removing a device from the target database does not stop billing. For the steps, see Terminating Data Sharing.

Sharing data with a target database

Learn how to send a Data Sharing request to a target database.

Before you begin: As the requester in the primary database, make sure you have the View device share clearance. If you do not have this clearance, contact your administrator.

Important:

Open the Assets page:
1. In Classic MyGeotab, click Assets in the main menu.
2. In Next-Generation MyGeotab, open the Assets app from the main menu or your app library.
  Which version of MyGeotab am I using?
Select the asset from the list.
On the Asset Details page, select the Devices & Settings tab.
In the Primary Device section, scroll down and click Start sharing.
Note:
If this section is greyed out, the database is not receiving data from the device. The primary database must be receiving data before the device can be shared.
In the Share Data popup, click + Share Data.
In the Target database to receive data field, enter the name of the target database.

Note: The target database must have at least one GO9 (or equivalent Geotab device) asset to successfully accept a Data Sharing request.
The Location data, Speed data, and Payment by target database toggles are on by default. To turn one off, click its toggle. To allow the target database to send instructions to the device, turn on the Grant device control toggle.

Note: For more information about device control, see Grant device control.
Click Confirm to send the Data Sharing request to the target database.

The target database user can accept or reject the request. If the request is accepted, the Status changes from Pending to Active, and billing associated with the selected Rate Plan begins.

If the request is rejected, the Status changes from Pending to Rejected, and no billing begins.

Note: For more information about the target database workflow, see Accepting a Data Sharing request.

Sharing data for multiple assets

Learn how to share data for several assets at once.

In addition to sharing data from a single asset, the requester can share data for multiple assets at once.

Open the Assets page:
1. In Classic MyGeotab, click Assets in the main menu.
2. In Next-Generation MyGeotab, open the Assets app from the main menu or your app library.
  Which version of MyGeotab am I using?
Select the assets from the list by marking the check box beside each one.
After you make all selections, click Edit.
On the Asset page, select the Devices & Settings tab.
In the Primary Device section, scroll down and click Share Data.
Enter the name of the target database and click Confirm in the popup before you bulk share.
Note: If a device is already being shared with the same database, the share does not go through.
Note: While a device is being shared with you, any share requests for that device fail, because a database that is receiving a share cannot share that device with another database.

Canceling a Data Sharing request

Learn how to cancel a pending Data Sharing request.

As the requester in the primary database, you can cancel a Data Sharing request while it has the Pending status. If the target database already accepted the request, see Terminating Data Sharing.

Open the Assets page:
1. In Classic MyGeotab, click Assets in the main menu.
2. In Next-Generation MyGeotab, open the Assets app from the main menu or your app library.
  Which version of MyGeotab am I using?
Select the asset from the list.
On the Asset Details page, select the Devices & Settings tab.
In the Primary Device section, scroll down and click Share Data.
Note:
If this section is greyed out, the database is not receiving data from the device. The primary database must be receiving data before the device can be shared.
Click the bin icon next to the pending request.
Note: The target database does not receive a notification that the primary database canceled the request.

The service status changes from Pending to Canceled.

Accepting a Data Sharing request

Learn how to accept a request to share data from another database.

The recipient in the target database performs these steps. Only incoming requests with the Pending status can be accepted.

Open the Assets page:
1. In Classic MyGeotab, click Assets in the main menu.
2. In Next-Generation MyGeotab, open the Assets app from the main menu or your app library.
  Which version of MyGeotab am I using?
Find the notification at the top of the page that shows a primary database is requesting to start Data Sharing with your database.
The notification stays on the page until you dismiss it by clicking the X.
Note:
Only recipients with the View device share clearance can see the request, and only recipients with the Administer asset share clearance can accept or reject it. If multiple requests are made, multiple notifications display.
Click View on the notification to see the details of the primary database.
Enter a name for the asset in the Asset name field and select an Asset type group from the dropdown.
Note: If multiple assets are shared, they are listed in separate fields.
Note: The system fills in the asset name using the format SourceDBName-DeviceSerialNumber. To change the name, edit the asset name before you accept the share. Bulk editing of asset names is not currently supported.
Click Accept.
Another notification confirms that the request was accepted.
Select the new asset from the list.
Select the Devices & Settings tab.

In the Primary Device section, the Status changes from Pending to Active.

Rejecting a Data Sharing request

Learn how to reject a request to share data from another database.

The recipient in the target database performs these steps. Only incoming requests with the Pending status can be rejected.

Open the Assets page:
1. In Classic MyGeotab, click Assets in the main menu.
2. In Next-Generation MyGeotab, open the Assets app from the main menu or your app library.
  Which version of MyGeotab am I using?
Find the notification at the top of the page that shows a primary database is requesting to start Data Sharing with your database.
The notification stays on the page until you dismiss it by clicking the X.
Note:
Only recipients with the View device share clearance can see the request, and only recipients with the Administer asset share clearance can accept or reject it. If multiple requests are made, multiple notifications display.
Click View on the notification to see the details of the primary database.
Click Reject.

In the primary database, the Status of the request changes from Pending to Rejected.

Note: The primary database does not receive a notification that the target database rejected the request.

Note: If the target database receives a Data Sharing request that was already accepted, the request is automatically rejected and a notification displays at the top of the target database.

Grant device control

Learn how to choose which database can send instructions to a shared device.

When you share a device between two databases, you must choose which database can send instructions to it. Instructions can include IOX messages and device parameters, Tachograph settings, start inhibitor Add-Ons, and more. Granting device control ensures the device does not receive conflicting orders from two different places.

Choosing who can make changes

Default (toggle off): The primary database stays in control. The target database can see the data but cannot make any changes.
Enabled (toggle on): The target database takes control. It can send instructions and make changes, and the primary database cannot.

Important:

Only one database can be in charge of a device at a time. However, the primary database always retains ultimate ownership.

Setting device control

You can set device control when you send a Data Sharing request by turning on the Grant device control toggle. This allows the target database to send instructions. See Sharing data with a target database for to learn how to send a data sharing request.

Once you have sent the request, the new settings start immediately. The database you choose can send instructions to the device right away.

All sharing and control changes are recorded in the Audit Log.

Taking back control

To take back control, stop the current share. Then start a new share with the Grant device control toggle turned off. This lets you delegate tasks to partners while the primary database remains the ultimate owner.

Automatically accepting Data Sharing requests

Learn how to turn on automatic approval of share requests.

Before you begin: To turn on this setting, you must have the Administer asset share clearance.

Automatically accepting Data Sharing requests saves time by approving requests without manual review.

Important:

Turning on automatic acceptance accepts all incoming Data Sharing requests for the database you are logged into.

Click the Profile icon in the top toolbar and select System Settings.
On the General tab, go to the Other section.
Set the Automatically accept Incoming Data Share Request option to Yes.
Click Save changes.

Your database now automatically accepts incoming Data Sharing requests.

All incoming data shares to this database are accepted automatically, regardless of the source.
New assets included in the data share are added to your database automatically. Existing assets are matched and updated, which prevents duplicate entries.
Each automatically accepted request is recorded in the Audit Log as AutoAccept.

Note: Make sure that only authorized database administrators have the Administer asset share clearance, because it controls this setting.

Note: Adding shared devices may incur additional costs for the shared data stream.

Terminating Data Sharing

Learn how to terminate Data Sharing and stop billing.

Important:

You can remove a device from the target database after accepting a Data Sharing request from a primary database. However, removing a device does not stop billing for the subscription. To deactivate billing, terminate Data Sharing.

Open the Assets page:
1. In Classic MyGeotab, click Assets in the main menu.
2. In Next-Generation MyGeotab, open the Assets app from the main menu or your app library.
  Which version of MyGeotab am I using?
Select the asset from the list.
Select the Devices & Settings tab.
In the Primary Device section, scroll down and click Share Data.
Click the bin icon next to the database you want to terminate Data Sharing with.

The Status changes from Active to Terminated.

Removing shared devices

Learn how to remove a shared device from a target database.

Important:

For more information about deleting assets, see Deleting assets.

Open the Assets page:
1. In Classic MyGeotab, click Assets in the main menu.
2. In Next-Generation MyGeotab, open the Assets app from the main menu or your app library.
  Which version of MyGeotab am I using?
Select the asset from the list.
Click Asset Options and select Delete Asset.
Review the message in the Delete Asset dialog and click Delete.

Viewing a terminated Data Sharing

Learn how to view a terminated Data Sharing.

When Data Sharing is terminated, billing is also terminated. Users in the target database can view terminated Data Sharing requests.

Open the Assets page:
1. In Classic MyGeotab, click Assets in the main menu.
2. In Next-Generation MyGeotab, open the Assets app from the main menu or your app library.
  Which version of MyGeotab am I using?
Select the asset from the list.
On the Asset Details page, select the Devices & Settings tab.
Under Primary Device, scroll down to Data sharing.
Click Share Data to see where the data is shared.
View the terminated share in the Share Data popup.