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 both viewing and 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

In general, when you share a dashboard, you are not granting permission to the widgets on that dashboard. Most Performance Analytics widgets, however, inherit view ACLs from the dashboards where they have been added. If you can view a dashboard, you can see the Performance Analytics widgets on that dashboard.
Note: Performance Analytics List widgets do not show the indicators that you do not have permission to read. While the dashboard permission applies to the Performance Analytics list widget as a whole, individual indicators in that list follow the permissions for those indicators.

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 groups and users (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. Start typing the name in the To field.
  6. Select a user, group, or role from the list that displays.
  7. From the Recipients list, select Can read or Can edit to specify the permissions the user, group, or role has on the dashboard.
    Note: To edit a shared dashboard, a user must be in the same domain as the dashboard. Sharing a dashboard with write access (Can edit) does not change that. The Can edit sharing option works only if the dashboard is shared with a user in the same domain as the dashboard. For more information, see Domain separation in Dashboards.
  8. Click Invite.
    Invite user, group, or role to share your dashboard
  9. ...

Result

The dashboard is shared 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 the 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 users, groups, and roles on any dashboard that they can edit. They can also assign an owner to a dashboard that has no owner.
  • Users with the admin role can edit and manage users, groups, and roles for any dashboards they can access. Admin users can also change a dashboard owner at any time.
  • Only a dashboard owner and users with the admin role can delete that dashboard.
Note: The columns Visible to, Groups, Users, and Requires Roles only apply to non-responsive dashboards. The values in these columns do not apply to responsive dashboards.

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

For example, when you add a pie report widget that includes 36 records 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 the list view for that widget, only the records for which the user has access are visible.

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 best practice, however, is to share with users, groups, and roles only in the Sharing panel. Restrict to roles is not recommended.

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.

Result

Only users with the restricted role are able to view the dashboard. A message displays on the sharing panel to indicate which roles have access. Click the roles in this message to view the dashboard's properties.

Restricted roles message in the Sharing panel