Share a Dashboard

The Share Dashboard option allows you to grant or revoke access to dashboards for specific users or groups, with the ability to exclude individuals as needed.

Dashboards can be easily shared with specific users or entire user groups, allowing collaborators to either view or edit them directly within the Designer module. This feature ensures secure and controlled access to your data visualizations.

• You can share dashboards with specific users or user groups to grant them view or edit access from the Designer.

• You can also use a deny list to exclude specific individuals from access.

• Access can be revoked at any time.

This robust access management system is essential for maintaining data governance in a collaborative environment.

Pre-requisites:

• You can access the Designer module.

• You have permission to share dashboards in the selected workspace.

• The dashboard is already saved in a workspace.

Share a dashboard

1. On the Designer homepage, click Manage.

2. Select a Workspace to view its dashboards.

3. Locate the target dashboard and click Share Dashboard (action icon). Result: The Manage Access window opens.

4. In Grant Permissions, select the appropriate permission checkboxes.

5. Choose the audience:

   • User List: Search and select one or more users.

   • User Groups: Search and select one or more groups.

6. Click Share.

Result: A success message confirms sharing. Reopen Share Dashboard for the same item to see recipients listed under Granted Permissions.

What recipients see

• In the recipient’s account, under Designer → Manage, the shared dashboard is marked with an “s” next to the dashboard name.

• The workspace containing the shared dashboard also shows an “s” badge, indicating it includes shared items.

Note: Shared recipients can open the dashboard in Designer. Additional manage actions may not be available unless explicitly granted.

Exclude users (deny list) while sharing

Use Exclude User to deny access to specific individuals—even if they belong to a group that has access.

1. Open Share Dashboard → Manage Access for the dashboard.

2. Set Grant Permissions as needed.

3. Go to User Groups and select the relevant group(s).

4. Open the Exclude User tab.

5. Search and select users to exclude via checkboxes.

6. Click Share.

• A notification confirms sharing with the group(s), and excluded users appear under Excluded Users for that dashboard.

To re-allow access, open Manage Access and use Include user for any excluded user.

Revoke privileges

Remove previously granted access for a user or group.

1. Open Share Dashboard → Manage Access for the dashboard.

2. In Granted Permissions, select the user or group.

3. Click Revoke.

4. In the Revoke dialog, click Yes to confirm.

Result: A notification confirms the change. The user/group is removed from Granted Permissions and no longer has access.

Best practices

• Prefer group-based sharing for scalable, simpler access management.

• Use Exclude User sparingly for exceptions to group access.

• Keep permissions aligned with roles (e.g., view-only for consumers, edit for designers).

• If multiple collaborators edit, see User Alert Notification to understand concurrent-edit prompts and overwrite behavior.

Troubleshooting

• User can’t see the dashboard: Confirm they’re in the selected User List/User Group, not excluded, and checking the correct workspace.

• Accidentally excluded someone: Open Manage Access → Excluded Users → Include user.

• Share button disabled: Ensure at least one permission is selected and at least one user or group is chosen.

• Recipient needs edit rights: Reopen Manage Access and adjust Grant Permissions levels.