Sharing Dashboards

Dashboard Owners (someone who created a dashboard) and Sisense Administrators can share their dashboards with other Sisense users (Shared Users).

When Dashboard Owners share a dashboard, they can define the level of access the Shared User receives:

• "Designer" access level (dashboard editing rights).

  Any changes Shared Users make in the dashboard do not affect your copy of the dashboard. The Shared User's changes are applied to a separate copy of the dashboard to which only they have access. Shared Users can revert to your latest shared copy at any time by right-clicking the dashboard's name in the Dashboards list and selecting Restore Dashboard.

  

• "Viewer" access level (viewing and filtering rights)

When you share your dashboard, you can configure Sisense to send periodic email notifications containing the dashboard inside the email's body or as a PDF attachment to your dashboard's Shared Users. Alternatively, if you allow them, the Shared Users can configure their own subscription schedules and the delivery method (email or PDF attachment).

When a dashboard is shared, the icon appears next to the dashboard name in the Dashboards navigation panel:

Hover over the dashboard name in the Dashboards list to view ownership details.

Exporting a Dashboard

When you export a dashboard, you download a static copy of the dashboard as a .dash file. You can then send it to others using external tools (such as email or Slack) and they can import the dashboard into their Sisense account.

To export a dashboard, in the Dashboards list, for the dashboard you want to share, select > Export .

Sharing a Dashboard

When you share a dashboard, you create a link between your dashboard and the shared dashboard. This way, you can make changes to your dashboard and republish it so that the people you share it with can see your changes.
To share a Dashboard:

1. In the heading of your dashboard, click Share .
2. Enter the email addresses or groups of users with whom to share the dashboard. Select Everyone to share this dashboard with all Sisense users and user groups.
3. The contact information of the people you add is shown in the center of the window and is displayed the next time you open this window.
4. If a person does not have a Sisense account, they receive a link that guides them through the activation process.
5. In the dropdown menu next to each user and user group, select whether the Shared User will be a Designer (can edit) or a Viewer (can view).
6. Toggle the Email Reports button next to each user and user group to define whether the Shared User will receive scheduled email reports of the dashboard. Read more about email reports below.
7. The Dashboard URL field at the bottom displays a direct link to this dashboard that you can copy and paste into an email message, if you like.
8. Click Save.

Managing Data Model Permissions When Sharing

If any of the users or groups the dashboard is being shared with do not have access to any of the dashboard's data models, then the Data Source Access Rights modal window is displayed.

Hovering over the 'users and groups' link displays a full list of all new contributors, and hovering over the 'data sources' link displays a list of all of the data sources to be shared.

For more information about access to data models see Managing Access to Data Models.

Managing Subscriptions

By default, the Dashboard Owner manages the reporting settings (email content and scheduling frequency) for each Shared User. However, the Dashboard Owner can allow Shared Users to manage these settings for themselves (but not for other Shared Users).

To allow Shared Users to manage subscription settings:

1. In the heading of the relevant dashboard, click Share.
   OR
   For the relevant dashboard, in the Dashboards list, select > Share.
2. To allow users to manage their subscription settings, click Users can change their subscription settings.
   
3. Click Republish to republish the shared dashboard.

   Important:

   You must republish the shared dashboard for the updated settings to take effect.

To manage subscription settings as a Shared User:

1. In the heading of the your dashboard, click Email reporting settings. This button only appears only if the Dashboard Owner gave you the right to manage your reporting settings for this dashboard.

   Your subscription status appears in the top-right corner of the Report window. If you are unsubscribed to the dashboard report, you cannot change the schedule settings for the report. You can still manage your report content and receive a report on demand ("now").

2. Select the format in which you would like to receive the report, set the desired schedule, and then click Save.

   

3. To unsubscribe from the report, toggle off the Subscription control at the top-right corner. Once unsubscribed, only the dashboard owner can re-subscribe you.

   Note:

   If you were subscribed to the report both as an individual user and as part of a user group, once you unsubscribe from the individual account, the system will stop sending email reports to your email (ignoring the fact that you are still subscribed as part of the group).

Updating Dashboards

There are two ways to update a dashboard:

• Republish: A Dashboard Owner makes a change to the dashboard and republishes it so all Shared Users can see the changes.
• Restore: A Shared User restores a dashboard they changed locally to the state in which it was originally shared with them, without any modifications.

These two methods of updating dashboards are described in more detail, below.

Republishing Dashboards

When a Dashboard Owner modifies a dashboard it is not automatically updated for Shared Users. The owner of a dashboard must publish their dashboard, which updates the Shared Users' dashboards., Shared Users must refresh the shared dashboard before any of the Dashboard Owner's changes are applied.

When a dashboard that has been shared with at least one other user has pending changes that have not yet been published, Sisense highlights the Share icon as an indicator that until the dashboard is republished, the Shared Users do not have the latest dashboard.

To republish a dashboard:

• In the heading of your dashboard, click Republish.
  OR
  In the Dashboards list, right-click the dashboard's name and select > Republish.

Restoring a Shared Dashboard

Shared Users can modify shared dashboards by, say, changing filters. If required, Shared Users can remove all of their local modifications and restore these dashboards to the state in which they were shared.

To restore a shared dashboard:

1. In the heading of the dashboard, click > Restore Dashboard.
   OR
   In the Dashboards list, right-click the dashboard's name and select > Restore Dashboard
2. Confirm that you want to restore the shared dashboard.

Changing Ownership of a Dashboard

A Dashboard Owner can transfer ownership of the dashboard to an Admin or another Designer. Transferring ownership of dashboards can be useful when, for example, the Dashboard Owner leaves the company and you do not want to lose their dashboards.

When you transfer ownership of your dashboard to another user, the dashboard remains as a shared dashboard within your Dashboards list, and you become a Shared User. As a Shared User, you are limited to how you can modify the dashboard.

To transfer ownership of a dashboard:

1. In the heading of the relevant dashboard, click Share.
   OR
   For the relevant dashboard, in the Dashboards list, click > Share.
   
2. Enter the name of the Administrator or Designer to transfer ownership to.
3. For the user you want to make an owner, select Make Owner.
   

4. Click Save.
5. Click OK to confirm that you want to transfer ownership to the user.

Stop Sharing a Dashboard

You can stop sharing a dashboard that you have previously shared with other users.

To stop sharing a dashboard:

1. In the heading of your dashboard, click Share .
2. Delete all of the email addresses and groups from the list of Shared Users.
3. Click Save.

Shared Users will still be able to use their copies of the shared dashboard, although they will not be able to restore it or receive any updates that you might make to it.