Bookmarks
Save your view of a dashboard, with its filters, selections, sheet and table columns, then come back to it or share it with your team.
A bookmark is a saved view of a dashboard. It remembers how you set the dashboard up (the filters you picked, what you clicked on, the sheet you were on and how you arranged its tables) so you can get back to exactly that view in one click, make it open automatically, or share it with your team.
Start here
What bookmarks are
A dashboard opens the way its author designed it. Most people then adjust it to answer their own question: they switch to the sheet they care about, filter to their region and date range, click a bar to narrow things down, and hide the table columns they don't need. Without bookmarks, all of that is gone the next time they open the dashboard. A bookmark keeps it.
Come back to it
Save the way you set up a dashboard under a name, such as “Q3 West”, and open it again from the view control whenever you need it.
Keep several views
Save one bookmark per question: your region this quarter, renewals at risk, the weekly pipeline review. Switch between them in one click.
Make it your starting point
Mark a bookmark as your default, and the dashboard opens that way every time you come back, on any device.
Share it
Give your team the same starting point. Each person who opens it still sees only the data they are allowed to see.
Three words you'll see
- View: how the dashboard looks right now, with its filters, selections, sheet and table columns.
- Default view: the dashboard as its author designed it. It's what you see before you open a bookmark.
- Bookmark: a view you saved under a name.
What it never does
A bookmark never changes the dashboard. The author's design, and what everyone else sees, stay exactly as they were. It also never stores data: the numbers are fetched fresh each time you open it, with your own access.
Where it lives
Find the view control
The view control sits at the right end of the sheet tab row. On a dashboard without sheet tabs, it sits at the end of the filter bar. It shows the name of the view you're on: Default view, or the bookmark you opened.
| Menu item | What it does |
|---|---|
| Default view | The dashboard's filters, controls and sheet as designed. Your remembered table columns stay; the item says with your columns when you have some. |
| My bookmarks | Your own bookmarks. Shared ones show Team or Everyone next to them. |
| Shared with your team or Shared in your organization | Bookmarks your teammates shared, with the name of who shared each one. |
| Dashboard views | Bookmarks shared with everyone who can open the dashboard. |
| Update “Q3 West” | Saves your changes into the open bookmark. Shows only after you change a bookmark you own. |
| Save as bookmark… or Save as new bookmark… | Saves what you see as a new bookmark. |
| Discard changes | Puts the open bookmark back the way it opened. |
| Reset filters and columns | Returns filters, controls, click selections and the sheet to the default view, and clears your remembered table columns on this dashboard. Your bookmarks are kept. |
| Manage bookmarks… | Rename, share and delete your bookmarks, and choose your default. |
The view control is hidden while you edit the dashboard.
What's inside
What a bookmark saves
A bookmark keeps only what you changed from the default view. Everything else keeps following the dashboard, so a card or sheet the author adds later shows up in your bookmark too.
Filters and controls
The values you picked, including a filter you cleared and a period comparison you chose.
Click selections
What you selected by clicking a chart or table that has click to filter turned on.
The sheet
The sheet you were on, so the bookmark opens there.
Table columns and sort
Which columns show, their order, their names and the sort. See Customize table columns.
A bookmark saves your choices, never data. When you open it, every query runs with your own access, so the numbers are always current and always yours to see.
How to
Save a bookmark
- Set up the dashboard the way you want it.
- Click the view control and choose Save as bookmark….
- Enter a name, up to 100 characters. What it saves lists exactly what the bookmark will keep.
- Under Who can see it, keep Only me, or choose who to share it with. See Share a bookmark.
- To have the dashboard open this way every time, check Open this view when I come back to this dashboard.
- Click Save.
You can keep up to 20 bookmarks of your own on each dashboard.
Day to day
Open, update or discard
Choose a bookmark in the view control to open it. The dashboard switches to its filters, controls, click selections and sheet, and its tables take its columns. When you change something afterwards, a dot appears next to the bookmark's name. Hover the control to see what changed.
Your choices after a change
- Update “Q3 West” saves your changes into the bookmark. It appears only on bookmarks you own.
- Save as new bookmark… keeps the original and saves your version under a new name.
- Discard changes puts the dashboard back the way the bookmark opened.
Changed in another window?
If the same bookmark was updated in another tab, window or device since you opened it, you're told when you update it. Click Reload to see the newer version, or save yours as a new bookmark, so neither version is lost.
Opening a bookmark also makes its table columns your remembered columns for those tables. Tables the bookmark doesn't cover keep the columns you already had.
Every visit
Choose your default view
Your default opens automatically when you come back to the dashboard, on any device. It can be your own bookmark or one shared with you.
- When you save a bookmark, check Open this view when I come back to this dashboard.
- Or, in Manage bookmarks…, click the star next to any bookmark.
To go back to the dashboard as designed, click the star next to Default view in Manage bookmarks…. If a shared bookmark you chose as your default is deleted or stops being shared with you, the dashboard opens with its default view.
Teamwork
Share a bookmark
Share a bookmark when your team keeps asking for the same view: the same sheet, date range and columns. Choose who can see it when you save it, or change it later in Manage bookmarks….
| Who can see it | Who can open it | Who can choose it |
|---|---|---|
| Only me | Only you. Every bookmark starts here. | Anyone saving a bookmark |
| My team | People in your workspace who can open the dashboard. For organization users, people in your organization who can open it. The dialog says which applies to you. | Anyone saving a bookmark |
| Everyone | Everyone who can open the dashboard. They find it under Dashboard views. | Organization users who can edit the dashboard |
A shared bookmark opens with your filters, controls, click selections, sheet and columns, exactly as you saved them. Everyone who opens it sees only the data their own access allows, because data security applies to every query. The save dialog reminds you of this when you choose My team or Everyone.
Bookmarks shared with you appear in the view control with the name of the person who shared them. You can open one, make it your default, or save your own copy with Save as new bookmark…. Only the person who owns a bookmark can update, rename, share or delete it.
Housekeeping
Manage your bookmarks
Manage bookmarks… lists every bookmark you can open on the dashboard.
| To | Do this |
|---|---|
| Rename a bookmark | Click the pencil next to its name, type, and press Enter. |
| Change who can see it | Pick Only me, My team or Everyone in its Who can see it list. The change applies right away. |
| Make it your default | Click its star. A filled star marks your default. |
| Delete it | Click the trash icon and confirm. Deleting can't be undone. If it was your default, the dashboard opens with its default view next time. |
Bookmarks shared with you show who shared them. You can make one your default, but only its owner can change it.
Living dashboards
When the dashboard changes
Authors keep improving their dashboards. When the author removes a filter, sheet or table that your bookmark uses, the bookmark still opens with everything else, and a note under the sheet tabs says what no longer applies.
If you own the bookmark, click Update bookmark in the note to save it without the settings that no longer apply. Or dismiss the note and leave the bookmark as it is.
For authors
See which saved views an edit affects
While you edit a dashboard, Affects saved views appears next to Save when your changes remove something viewers saved: a filter or control, a sheet, a table, a column in a table built in the visual builder, or column customization for a table.
What you see
Click Affects saved views to see each part your edit removes, with how many bookmarks and remembered table layouts use it. The counts include private bookmarks, without names or values.
Editing from inside a customer workspace? The counts cover your workspace's views and the dashboard views shared with everyone.
Nothing is blocked
You can still save. The affected views keep opening, with a note about what no longer applies, and their owners can update them in one click.
To stop viewers from changing a table's columns, see turn off column customization.
For developers
Bookmarks in embedded dashboards
Bookmarks work in dashboards you embed in your product, with no extra setup in the embed itself. They need to know who is viewing, so the token your app requests must name the person.
| Your token names | Fields | What viewers get |
|---|---|---|
| An organization user | orgUserId | Bookmarks, a default view and remembered columns |
| A tenant user | tenantId and endUserId | Bookmarks, a default view and remembered columns |
| Only a tenant, or no one | tenantId | No bookmarks. People can still arrange columns and sort; the changes last for the visit. |
const tokenRequest = {
projectId: PROJECT_ID,
projectSecret: PROJECT_SECRET,
tenantId: 'tenant_acme',
endUserId: 'user_jane', // the person signed in to your app
};The tenant user must exist in Semaphor. To create tenant users the first time they open a dashboard, request the token with endUserEmail, tenantId and autoCreateEndUser: true. See the Token API reference for every option and Token integration for how a token identifies a person.
Your app's defaults come first
Defaults your app passes, such as defaultFilterValues and defaultControlValues, are part of the default view. A bookmark applies its saved values on top of them, so where both set the same filter, the bookmark wins. That includes a person's default bookmark, which opens on its own.
Who “My team” means
For tenant users, My team is the people in the same tenant who can open the dashboard. Bookmarks never cross from one tenant to another, except dashboard views an organization author shares with everyone.
When an administrator views a dashboard as another user, they can open that user's bookmarks but can't change them.