Share a responsive dashboard

Share a dashboard with other users to create a shared view of data that you can use to collaborate. You can give other users viewing rights or editing rights.

Before you begin

  • Users can share dashboards that they own with other groups and users.
  • Only users with the admin, pa_admin, or pa_power_user role can share dashboards with other roles.
  • Users with the pa_admin or pa_power_user role can share dashboards that they can edit.
  • Users with the admin role can share any dashboard they can access.

About this task

Sharing a dashboard does not grant permission to most widgets on that dashboard. The exceptions are the Performance Analytics widgets, which inherit view ACLs from the dashboards where they have been added. Users who can view a dashboard can see all Performance Analytics widgets on that dashboard.

Procedure

  1. Navigate to Self-Service > Dashboards.
  2. Select the dashboard that you want to share from the dashboard picker on the top left.
  3. Click Sharing (Sharing icon) to open the sharing panel.
  4. Click Add Users and Groups (Add Users and Groups icon). Users who have the admin, pa_admin, or pa_power_user roles can also share the dashboard with other roles.
  5. Fill in the form, select permissions, then click Invite.
    Note: To edit a shared dashboard, a user must be in the same domain as the dashboard. Sharing a dashboard with write access does not change that. Selecting the Edit permission works only if the dashboard is shared with a user in the same domain as the dashboard.

Result

The dashboard is shared with and an invitation is sent out to the invited users.
Note: It is not possible to disable the email notification.

Dashboard permissions

Dashboards have special granular view and edit permissions that are managed from a dashboard's Sharing pane. ACLs apply to most widgets that are added to dashboards.

  • Users with any role can create dashboards, share dashboards that they own with users and groups, and edit dashboards if they have been given edit permissions.
  • Users without a role can view dashboards that have been shared with them, but cannot create or edit dashboards.
  • Users with pa_admin and pa_power_user roles can manage sharing on any dashboard that they can edit. They can also assign an owner to a dashboard that has no owner.
  • Admin can edit and manage sharing for any dashboards they can access, and can change a dashboard's owner at any time.
  • Only a dashboard's owner and users with the admin role can delete that dashboard.

A widget's ACLs apply when that widget is added to dashboards (except for Performance Analytics widgets) . If a user can view a dashboard but does not have ACLs to view one of its widgets, an empty widget placeholder is displayed. ACLs do not apply to data visualizations that display aggregate data, such as pie or bar reports. ACLs always apply to list data that is displayed in widgets. Rows in a list that a user does not have access to are not displayed.

Note: ACLs are not applied to Performance Analytics widgets that are added to dashboards. Any user who can view a dashboard can view all of its Performance Analytics widgets. Performance Analytics widgets can only be added to dashboards by users with the pa_power_user, pa_admin, and admin roles.

Dashboard permissions may also be impacted by the Restrict to role field on the dashboard properties form (can be changed by the dashboard owner, and users with pa_power _user, pa_admin, or admin roles), and by dashboard group permissions (can be changed by users with the pa_power_user, pa_admin, and admin roles).

A pie report widget that visualizes 36 records is added to a dashboard. Any user with access to that dashboard and that report can view the pie visualization of all 36 records. However, if a user drills down into list view for that widget, only the records that user has access are visible in list view.

Restrict responsive dashboard access to specific roles

After you share a dashboard with specified users, groups, and roles, you can specify additional roles required to access the dashboard. To access the dashboard, it must be shared with the user and the user must have one of the specified roles. For example, if you share a dashboard with the itil role, and Restrict to Roles is populated with pa_viewer, only users with both the itil and pa_viewer roles can see the dashboard.

Before you begin

Role required: pa_admin, pa_power_user, admin, or be the dashboard owner. Other users who edit the dashboard can see this field but cannot modify it.
Note: Restricting access to a dashboard to specific roles is not the same as sharing the dashboard with those roles. You must first share the dashboard before you can restrict access to specified roles.

The Restrict to roles field is available only after responsive dashboards have been enabled. If responsive dashboards have been enabled and then disabled, the Restrict to roles field remains available but does not affect dashboard access.

About this task

When dashboards are migrated between releases, this field is automatically populated with the pa_viewer and pa_contributor roles. This provides extra security and ensures that only users who could access the dashboard before migration can access it after migration.

Procedure

  1. Navigate to the dashboard to restrict to specific roles.
  2. Click the context menu (The context menu icon) and select Dashboard properties.
  3. In the Restrict to roles field, specify the additional roles required to access the dashboard.
    Users with any of the specified roles can access the dashboard only if it has been shared with them first from the sharing panel. For more information, see Share a responsive dashboard.