Purpose Statement

This article explains how to configure sharing settings for a Dashboard in the Dashboards Module. Dashboard sharing settings allow users to control who can access a dashboard and whether shared users can apply changes to the original dashboard.

Background Information

Dashboard sharing settings provide flexible access control for dashboards within your Fire/EMS organization. These settings determine who can view, access, and potentially edit a dashboard.

Sharing options support both individual workflow needs and collaborative team environments. Proper sharing configuration helps ensure that critical operational dashboards are available to the appropriate personnel while maintaining control over dashboard access and editing permissions.

Common sharing options include:

• Keeping a dashboard private for personal use or work-in-progress configuration.
• Sharing a dashboard with everyone who has Dashboards Module access.
• Sharing a dashboard with selected users for role-specific or team-based workflows.
• Allowing shared users to apply changes directly to the original dashboard when collaboration is needed.

Required Permissions

Users must have the appropriate Dashboards Module permissions enabled to create and share dashboards.

At minimum, users configuring sharing settings need:

• Dashboards Module access.
• Create Dashboard permissions.

Users selected for dashboard sharing must also have Dashboards Module permissions enabled. If a user does not have access to the Dashboards Module, the shared dashboard will not appear for them.

Edit access for shared dashboards depends on whether the dashboard creator enables the option to allow other users to apply changes to the dashboard.

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Step-by-Step Guide

1. Navigate to the Dashboards Module.

   Go to the Dashboards Module.

   You can select either Dashboards or Dashboard List to locate the Add Dashboard button.

   For more information, refer to the article Creating a Dashboard.
   
   
   
    

2. Select Add Dashboard.

   Click Add Dashboard.
   
   

    

3. Enter a Dashboard Name.

   In the Name field, enter a name for the dashboard.
    

4. Enter a Dashboard Description.

   In the Description field, enter a description for the dashboard.

   Use the description to explain the purpose of the dashboard, its intended audience, or any important access notes.
   
   
   
    

5. Choose a Sharing Setting.

   Select the radio button next to the sharing option you want to use.

   Only Me
   Only you will see this dashboard in your list when you log in.

   Everyone
   Everyone with permission to access the Dashboards Module will be able to see this dashboard.
   
   

   Selected Users
   A user selection field will appear, allowing you to select one or more people in your agency to share the dashboard with.

   Note: Selected users must have permission to use the Dashboards Module. If they do not have Dashboards Module access, they will not see the shared dashboard.
   
   
   
    

6. Choose Whether Shared Users Can Edit the Dashboard.

   Check the box next to Allow other users to apply changes to this dashboard if you want users you have shared the dashboard with to be able to edit the original dashboard.

   If this box is not checked, shared users can clone the dashboard and make their changes to the cloned version instead of modifying the original dashboard.

Best Practices

• Use Only Me for personal workflow dashboards or work-in-progress dashboards that are not ready to be shared.
• Use Everyone for organization-wide dashboards containing general information, such as weather, news, department announcements, or shared operational summaries.
• Use Selected Users for role-specific dashboards, such as supervisor reports or specialized operational views.
• Enable editing permissions only when multiple users need to maintain the same dashboard.
• Leave editing permissions disabled when users should be able to reference or clone the dashboard without changing the original.
• Include helpful details in the dashboard description so future administrators understand the dashboard’s purpose and intended audience.
• Regularly review shared dashboards to confirm access remains appropriate as users change roles.
• Test dashboard visibility with shared users to verify that permissions are working as expected.
• Create separate dashboards for different audiences or permission levels instead of over-sharing dashboards that may contain sensitive or role-specific information.

Troubleshooting & FAQs

Q: Why can’t a user I shared a dashboard with see it in their list?
A: Verify that the user has Dashboards Module permissions enabled. Without module access, dashboard sharing permissions will not take effect.

Q: Can I change sharing settings after creating a dashboard?
A: Yes. Sharing settings can be modified by editing the dashboard properties through the Dashboard List or dashboard edit options.

Q: What happens if I share a dashboard with Everyone, but a user does not have Dashboards Module permissions?
A: Users without Dashboards Module permissions will not see the shared dashboard, even when Everyone sharing is selected.

Q: What is the difference between allowing edits and allowing users to clone a dashboard?
A: Allowing edits lets shared users make changes directly to the original dashboard. If editing is not enabled, shared users can clone the dashboard and make changes to their own copy without affecting the original.

Q: Should I allow all shared users to edit the dashboard?
A: Only enable editing when shared users are responsible for maintaining or updating the same dashboard. For most view-only use cases, leave editing disabled so users can clone the dashboard if they need their own version.

Q: Can shared users see who else has access to the dashboard?
A: This may depend on your system configuration and available dashboard properties. Review the dashboard sharing settings to confirm the intended access list.