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Sharing & Collaboration

Sharing Resources

Share dashboards and visuals with users and groups

Learn how to share dashboards and visuals with team members, customers, and groups.

Sharing Dashboards

Opening the Share Dialog

To share a dashboard:

  1. Open the Management Panel
  2. Locate the dashboard you want to share
  3. Click the Share icon on the dashboard card

Share Options

The sharing interface adapts based on your user type:

For Tenant Users (POWER_USER role)

Tenant users can share dashboards with other users in their tenant:

Specific Users: Share with individual users by searching for them

  • Search by name or email
  • Choose their access level: VIEWER, EDITOR, CONTRIBUTOR, or OWNER
  • Add multiple users at once

All Tenant Users: Share with all users in your tenant

  • Quick way to make dashboards available to everyone
  • Choose a single access level that applies to all users
  • Useful for company-wide dashboards

For Organization Users

Organization users have additional sharing capabilities:

Three Sharing Tabs:

  1. Org Users Tab: Share with internal team members

    • Share with specific organization users
    • Share with all organization users

  2. Tenant Users Tab: Share with customer tenants

    • Share with specific tenant users
    • Share with all users in a specific tenant
    • Share with all tenants (make available to all customers)

  3. Groups Tab: Share with user groups

    • Share with specific groups
    • Share with all groups in the organization

Managing Existing Shares

The share dialog shows all current access permissions:

View Current Access:

  • Expand the "Current Access" section to see who has access
  • View each user's current access level
  • See when access was granted

Modify Access:

  • Change a user's access level by selecting them and updating it
  • Remove access by deselecting users or using the remove button

Update Changes:

  • Click Update to save any modifications
  • Changes take effect immediately

Groups Management

Groups allow you to manage permissions for multiple users at once, making it easier to control access at scale.

Group Types

Organization Groups: Created and managed by organization admins

  • Can contain organization users
  • Visible across all tenants
  • Ideal for internal teams (e.g., "Analytics Team", "Sales Dashboard Viewers")

Tenant Groups: Created by organization users for specific tenants

  • Can contain tenant users from a specific tenant
  • Isolated to their tenant
  • Ideal for customer departments or teams

Creating Groups

To create a group (organization users only):

  1. Open the Management Panel
  2. Switch to the Groups management view
  3. Click Create Group
  4. Enter group name and description
  5. Select group type (Organization or Tenant)
  6. Click Create

Managing Group Members

To add members to a group:

  1. Locate the group in the Groups view
  2. Click Manage Members
  3. Search for users to add
  4. Click Add Members

To remove members:

  1. Open the group's member list
  2. Click the remove icon next to the member's name
  3. Confirm removal

Sharing with Groups

When sharing a dashboard:

  1. Open the Share Dialog
  2. Navigate to the Groups tab (organization users)
  3. Select the groups you want to share with
  4. Choose an access level (applies to all group members)
  5. Click Share

All members of the group will receive the chosen access level. When new members are added to the group, they automatically inherit these permissions.

Visuals Management

In addition to dashboards, you can create and manage reusable visualizations called "Visuals."

What are Visuals?

Visuals are standalone visualization components that can be:

  • Created independently of dashboards
  • Shared across multiple dashboards
  • Reused without duplication
  • Managed with their own permissions

Accessing Visuals Tab

To access Visuals management:

  1. Open the Management Panel
  2. Ensure a dashboard is selected and editing mode is active
  3. Switch to the Visuals tab

Availability

The Visuals tab is only visible when you're actively editing a dashboard. Users with VIEWER role cannot access this tab.

Creating Visuals

To create a new visual:

  1. Navigate to the Visuals tab
  2. Click the floating + button
  3. Enter visual title and description
  4. Configure your visualization settings
  5. Click Create

Using Visuals

Created visuals can be:

  • Added to multiple dashboards
  • Configured with different data sources
  • Shared independently (with their own access levels)
  • Updated in one place to affect all instances

Sharing Visuals

Visuals follow the same sharing model as dashboards:

  1. Locate the visual in the Visuals tab
  2. Click the Share icon
  3. Choose who to share with
  4. Select their access level

Best Practices

Using Groups Effectively

  • Create groups based on job functions or departments
  • Keep group membership current by removing inactive users
  • Use descriptive group names that indicate their purpose
  • Document group purposes and membership criteria

Sharing with Tenants

  • For organization users, carefully consider whether to share with all tenants
  • Use tenant-specific groups for better control
  • Test dashboard access by viewing as a tenant user
  • Provide documentation for tenant users on how to access shared resources

Access Level Guidelines

  • VIEWER: Use for stakeholders who need to see data but not modify
  • EDITOR: Grant to users who need to update dashboard content
  • CONTRIBUTOR: Give to team leads who need to manage sharing
  • OWNER: Reserve for the primary maintainer of each dashboard

Troubleshooting

Cannot Share Dashboards

Problem: The share button is not available on a dashboard.

Solutions:

  • You need CONTRIBUTOR or OWNER access to the dashboard to share it
  • Contact the dashboard owner to request sharing permissions
  • Check if you have the VIEWER role, which prevents sharing

Shared Dashboard Not Visible

Problem: A user reports they cannot see a dashboard you shared with them.

Solutions:

  • Verify the user is in the correct tenant
  • Check the user's role allows them to view dashboards
  • Confirm the share was saved successfully
  • Ask the user to refresh their dashboard list

Changes Not Reflecting

Problem: Permission changes don't take effect immediately.

Solutions:

  • Users may need to refresh their browser
  • Check that you clicked "Update" or "Share" to save changes
  • Verify no errors appeared in the share dialog
  • Wait a few seconds for caching to clear

Group Members Not Getting Access

Problem: Users added to a group don't automatically get dashboard access.

Solutions:

  • Verify the group is actually shared with the dashboard
  • Check the user was successfully added to the group
  • Ask users to refresh their dashboard list
  • Confirm there are no role conflicts (e.g., VIEWER role users can't edit even with EDITOR access)

API Integration

For programmatic access to sharing features, see the Management API documentation.

Key endpoints:

  • POST /api/management/v1/dashboards/:id/share - Grant access
  • DELETE /api/management/v1/dashboards/:id/share - Revoke access
  • GET /api/management/v1/dashboards/:id/shares - List current shares
  • GET /api/management/v1/groups - List available groups

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