Security and Permissions with Dashboards

Take the following into consideration before you go through the process of sharing a widget or dashboard with a user:

• Dashboards HAVE to be explicitly shared in order for other users to see them.
• If a user has access to a specific matter, the user can report on anything associated to that specific matter, even child items to which the user has not explicitly been granted access. 
• If a user does not have access to a specific matter, the user cannot report on anything associated to that specific matter, even if explicitly granted access to one of the items.

System permissions and security groups will take precedent over shared dashboard permissions. 

Step 1: Duplicate the existing Dashboard

The instructions below detail how to correctly duplicate a dashboard.

1. Locate the dashboard on the Reports page, click the 3 dots to the right of the dashboard's name, then select Duplicate. 
   In the example below, the Sample Dashboard has already been duplicated.
   
   Note: If a designer accidently updates a dashboard, the local copy is overwritten.
    
2. Now that the dashboard is copied, click the 3 dots next to the copied dashboard (not the original), and select Rename. Give the new dashboard an intuitive name that other users will easily understand.
3. Next, you will edit the dashboard by adding widgets, editing or modifying existing widgets, adding filters, and changing how the widgets appear (i.e., pie chart, bar graph, etc.). 
    

Step 2: Edit and Save the new Dashboard 

Note: The 3 dot buttons, found in multiple places between these screens, have standard action options such as delete, duplicate, download, export, share, etc. 

1. From this screen you can add new widgets by clicking the +Widget button, or modify and edit the existing widget by clicking the pencil icon.
   
   
   
    
2. In the Edit Widget screen, you can play around with the design/appearance of the widget, decide if you want the legend on the screen, and add labels and filters. 
   
   
   
    
3. If you decide you don't like the changes you've made to your dashboard, simply click the 3 dots next to the dashboard name and select Restore Dashboard.
4. Lastly, you will republish and share the dashboard with groups of users.

Step 3: Republish and Share the edited Dashboard 

In order for users to be able to see shared dashboards they must have system rights (aka be in the right security group) to view the information in the widget, and the report designer MUST explicitly grant them access to the dashboard.

1. Click the share button in the upper right corner of the dashboard heading, or navigate to the Dashboard list (far left side of the screen) and click the 3 dots and select share.
   
    
2. Select groups of users or individuals to share the dashboard with. It is recommended that you share the dashboard with a group of users rather than an individual - add an individual to a security group to give them rights to view a report or dashboard. Find out more about adding users to security groups here.
   
   
    
3. In the dropdown menu next to each user/user group, select whether the user Can Edit the report or Can view. Note that if the user is designated as Can Edit, the user only can change the report for that user; the owner and other recipients do not see those changes.
   
   Click Save when finished.
   
   
    
4. After sharing a dashboard, the Share button will turn into a Republish button. Click Republish to push the new changes to all groups and users that were selected in the previous steps.

Revert to original

To revert to the owner’s latest shared copy of a dashboard, right-click the dashboard's name in the Dashboards list in the left pane and select Restore Dashboard.