Sharing a Dashboard
Purpose Statement
To demonstrate how to configure sharing settings for a Dashboard in the Dashboards Module, enabling users to control access permissions and collaboration capabilities for their created dashboards across the organization.
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 your dashboards, supporting both individual workflow needs and collaborative team environments. Understanding sharing options is essential for maintaining data security while enabling appropriate information distribution across different roles and departments. Proper sharing configuration ensures that critical operational dashboards reach the right personnel while maintaining administrative control.
Required Permissions
Users must have Dashboard Module access permissions and Create Dashboard permissions to configure sharing settings. Users selected for dashboard sharing must also have Dashboard Module permissions enabled. Edit permissions for shared dashboards depend on the creator's sharing configuration choices.
Video
Step-by-Step Guide
1. Navigate to the Dashboards Module. You can select either Dashboards or Dashboard List to find the Add Dashboard button. For more information, please refer to the article Creating a Dashboard.
2. Click on Add Dashboard.
3. Enter a Name for your Dashboard.
4. Enter a Description for your Dashboard.
5. Select the radial button next to the Sharing settings you would like to use.
- Only Me - only you will see this Dashboard in your list when you login
- Everyone - Everyone with permission to access the Dashboards module will be able to see this Dashboard
- Selected Users - a field will open to select one or more people in your agency to share this Dashboard with
Note: They must have permission to use the Dashboards module turned on.
6. Check the box next to "Allow other users to apply changes to this dashboard" if you want any of the users you have shared this dashboard with to be able to have editing permissions. If it is not checked, they can clone the Dashboard and make their changes to the clone.
Best Practices
- Use "Only Me" for personal workflow dashboards or work-in-progress dashboards that aren't ready for sharing
- Select "Everyone" for organization-wide dashboards containing general information like weather, news, or department announcements
- Utilize "Selected Users" for role-specific dashboards such as supervisor reports or specialized operational views
- Carefully consider edit permissions - enable collaborative editing only when multiple users need to maintain the same dashboard
- Document sharing decisions in dashboard descriptions to help future administrators understand access choices
- Regularly review shared dashboard lists to ensure access remains appropriate as roles change
- Test dashboard functionality with shared users to verify proper permission implementation
- Create separate dashboards for different permission levels rather than over-sharing sensitive information
Troubleshooting & FAQs
Q: Why can't a user I shared a dashboard with see it in their list? A: Verify the user has Dashboard Module permissions enabled. Without module access, sharing permissions won't take effect.
Q: Can I change sharing settings after creating a dashboard? A: Yes, you can modify sharing settings by editing the dashboard properties through the Dashboard List or dashboard edit functions.
Q: What happens if I share with "Everyone" but someone doesn't have Dashboard Module permissions? A: Users without Dashboard Module permissions will not see the shared dashboard, even with "Everyone" sharing enabled.
Q: Can shared users see who else has access to the dashboard? A: This depends on your system configuration. Generally, users can see dashboard properties but may not see the complete sharing list.
Q: If I enable editing permissions, can shared users change the sharing settings? A: Typically, only the dashboard creator can modify sharing settings, even when editing permissions are granted to other users.
Q: What's the difference between allowing edits and allowing users to clone? A: Edit permissions allow direct modification of the original dashboard, while cloning creates independent copies that users can modify without affecting the original.
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