# Share Dashboard With Team

#### Overview

Dashboard sharing enables team collaboration and stakeholder access through role-based permissions and sharing controls. This guide covers dashboard sharing functionality based on the verified Analytics implementation.

**Perfect for**: Team collaboration, stakeholder reporting, cross-department access, executive dashboards

**Time Required**: 5-10 minutes per sharing configuration

#### When to Use Dashboard Sharing

Dashboard sharing is essential for collaborative analytics and enables:

{% tabs %}
{% tab title="Team Collaboration" %}
**Multi-user access and collaboration**:

* Team members can access shared performance dashboards
* Collaborative analysis and insights sharing
* Consistent data views across team members
* Centralized dashboard management with distributed access

**Why Sharing**: Enables team-wide data-driven decision making
{% endtab %}

{% tab title="Stakeholder Access" %}
**Executive and stakeholder reporting**:

* Leadership access to key performance dashboards
* Department-specific dashboard access
* Client or partner dashboard sharing
* Board and executive reporting workflows

**Why Sharing**: Provides controlled access to business intelligence
{% endtab %}

{% tab title="Permission Management" %}
**Controlled access and security**:

* Role-based permissions (Editor vs Viewer access)
* Owner-controlled sharing decisions
* Secure dashboard access management
* Granular permission controls

**Why Sharing**: Maintains data security while enabling collaboration
{% endtab %}

{% tab title="Workflow Efficiency" %}
**Streamlined reporting and analysis**:

* Eliminates manual report distribution
* Real-time dashboard access for stakeholders
* Consistent data interpretation across users
* Reduced email-based reporting workflows

**Why Sharing**: Improves efficiency and data accessibility
{% endtab %}
{% endtabs %}

#### Prerequisites

* Analytics dashboard access with dashboard ownership or admin permissions
* Existing dashboard to share with team members
* Understanding of team member roles and access requirements
* Familiarity with verified Analytics features:
  * Dashboard creation
  * Analytics interface

#### Dashboard Sharing Process

{% stepper %}
{% step %}
**Access Sharing Controls**

**For Standard Dashboards**: Navigate to the dashboard you want to share and access sharing controls through the dashboard dot menu options.

**For Multi-Dashboards** (Advanced): Multi-dashboard sharing uses separate sharing system (MultiDashboardShareModal) with owner-based permission controls.

**Permission Requirement**: Dashboard sharing requires owner permissions or admin access to the specific dashboard.
{% endstep %}

{% step %}
**Configure Sharing Settings**

**Sharing Modal Interface** (AnalyticsShareModal):

**Available Sharing Status Options**:

* **Personal**: Dashboard private to owner only
* **Shared**: Dashboard accessible to specified team members
* **Demo**: Special demo dashboard status (if applicable)

**Share/Unshare Toggle**:

* **Share**: Enable team access with role assignments
* **Unshare**: Revert to personal/private dashboard access

**Status Labels**: Visual indicators show current sharing state for easy identification
{% endstep %}

{% step %}
**Assign User Roles**

**Role-Based Access Control** (verified implementation):

**Editor Role**:

* **Full Dashboard Access**: Can view and modify dashboard content
* **Widget Management**: Add, edit, remove, and configure widgets
* **Filter Control**: Apply and modify dashboard-level filters
* **Sharing Rights**: May have sharing permission capabilities (owner dependent)

**Viewer Role**:

* **Read-Only Access**: Can view dashboard and data
* **Filter Application**: Can apply filters to analyze data
* **No Modification**: Cannot edit widgets or dashboard structure
* **Data Export**: Can use available export features (print, CSV from tables)

**Role Assignment Process**:

1. **Select Users**: Choose team members for dashboard access
2. **Assign Roles**: Set Editor or Viewer permissions per user
3. **Confirm Settings**: Verify role assignments are correct
4. **Save Configuration**: Apply sharing settings to dashboard
   {% endstep %}

{% step %}
**Manage Sharing Permissions**

**Owner-Based Control System**:

* **Dashboard Owners**: Full control over sharing settings and permissions
* **Permission Changes**: Owners can modify user access and roles at any time
* **Access Revocation**: Owners can remove user access or change from shared to personal
* **Role Updates**: User roles can be updated from Editor to Viewer or vice versa

**Sharing Management Tasks**:

* **Add New Users**: Grant access to additional team members
* **Update Permissions**: Change user roles based on changing responsibilities
* **Remove Access**: Revoke sharing access for departing team members
* **Monitor Usage**: Track dashboard access and collaboration patterns
  {% endstep %}
  {% endstepper %}

#### Understanding Dashboard Sharing Status

**Sharing Status Indicators**

**Visual Status Labels** (verified in implementation):

{% tabs %}
{% tab title="Personal Status" %}
**Private Dashboard**:

* **Access**: Owner only
* **Visibility**: Not visible to other users
* **Management**: Full owner control
* **Use Cases**: Personal analysis, draft dashboards, sensitive data

**Benefits**: Complete privacy and individual control
{% endtab %}

{% tab title="Shared Status" %}
**Team-Accessible Dashboard**:

* **Access**: Owner plus assigned team members
* **Visibility**: Visible to users with granted permissions
* **Management**: Owner control with user role assignments
* **Use Cases**: Team collaboration, department dashboards, cross-functional analysis

**Benefits**: Controlled team collaboration with role-based access
{% endtab %}

{% tab title="Demo Status" %}
**Demo Dashboard** (if applicable):

* **Access**: Special demo access configuration
* **Visibility**: Demo-specific visibility rules
* **Management**: Demo-specific management controls
* **Use Cases**: Demonstrations, training, showcase dashboards

**Benefits**: Controlled demonstration environment
{% endtab %}
{% endtabs %}

#### Advanced Sharing Configurations

**Multi-Dashboard Sharing**

**Multi-Dashboard System** (MultiDashboardShareModal):

**Specialized Features**:

* **Cross-Container Access**: Multi-dashboard views across different containers
* **Consolidated Sharing**: Single sharing configuration for multiple dashboard views
* **Owner-Based Permissions**: Enhanced permission controls for complex dashboard systems
* **Advanced Access Management**: Specialized controls for multi-dashboard scenarios

**Use Cases**:

* **Executive Dashboards**: Consolidated views requiring complex sharing
* **Cross-Department Analysis**: Multi-container dashboard access
* **Enterprise Reporting**: Large-scale dashboard sharing requirements

**Permission Management Best Practices**

<details>

<summary>Role Assignment Strategy</summary>

**Editor Role Assignment**:

* **Dashboard Contributors**: Team members who need to modify content
* **Analysis Leaders**: Users responsible for dashboard maintenance
* **Department Heads**: Leaders who need full dashboard control
* **Power Users**: Advanced users requiring complete access

**Viewer Role Assignment**:

* **Stakeholders**: Leadership needing read-only access
* **Team Members**: Users needing data access without edit rights
* **External Partners**: Clients or partners requiring controlled access
* **Reporting Recipients**: Users who receive but don't modify dashboards

**Benefits**: Appropriate access levels maintain security while enabling collaboration

</details>

<details>

<summary>Access Control Workflows</summary>

**New Team Member Onboarding**:

1. **Assess Needs**: Determine required dashboard access
2. **Assign Appropriate Roles**: Editor or Viewer based on responsibilities
3. **Provide Training**: Ensure user understands dashboard functionality
4. **Monitor Usage**: Track engagement and adjust permissions as needed

**Permission Reviews**:

* **Regular Audits**: Quarterly review of dashboard sharing permissions
* **Role Changes**: Update permissions based on changing responsibilities
* **Access Cleanup**: Remove access for departing team members
* **Security Compliance**: Ensure sharing aligns with organizational policies

</details>

<details>

<summary>Collaboration Workflows</summary>

**Team Dashboard Development**:

* **Owner Setup**: Dashboard owner creates and configures initial dashboard
* **Editor Collaboration**: Team members with Editor access contribute content
* **Stakeholder Review**: Viewers provide feedback and insights
* **Iterative Improvement**: Collaborative dashboard enhancement process

**Cross-Functional Sharing**:

* **Department Dashboards**: Share relevant dashboards across departments
* **Executive Reporting**: Provide leadership with appropriate dashboard access
* **Project Collaboration**: Share project-specific dashboards with relevant teams
* **Client Reporting**: Share appropriate dashboards with external stakeholders

</details>

#### Sharing Workflow Best Practices

**Effective Permission Management**

**Security-First Approach**:

* **Principle of Least Privilege**: Grant minimum necessary access levels
* **Regular Permission Reviews**: Audit and update sharing permissions regularly
* **Role-Appropriate Access**: Match permissions to actual job responsibilities
* **Documentation**: Maintain records of sharing decisions and rationales

**Collaboration Optimization**

{% tabs %}
{% tab title="Dashboard Organization" %}
**Structured Sharing Strategy**:

* **Department-Specific**: Create and share dashboards aligned with team functions
* **Executive Summary**: High-level dashboards for leadership with Viewer access
* **Working Dashboards**: Detailed dashboards for teams with Editor access
* **Reference Dashboards**: Shared reference information with appropriate access

**Benefits**: Clear access patterns that support organizational workflows
{% endtab %}

{% tab title="User Experience" %}
**Collaboration-Friendly Design**:

* **Clear Dashboard Titles**: Descriptive names that indicate purpose and audience
* **Appropriate Filtering**: Dashboard filters that serve shared audience needs
* **Documentation**: Comment boxes or descriptions explaining dashboard purpose
* **Consistent Layout**: Standardized dashboard designs for easy collaboration

**Benefits**: Enhanced user experience for shared dashboard environments
{% endtab %}
{% endtabs %}

#### Troubleshooting Sharing Issues

**Users Cannot Access Shared Dashboards**

**Common Causes & Solutions**:

1. **Permission Configuration**
   * **Problem**: User not added to sharing list or assigned incorrect role
   * **Solution**: Verify user is added with appropriate Editor or Viewer role
   * **Check**: Confirm sharing status is set to "Shared" rather than "Personal"
2. **Account Access**
   * **Problem**: User doesn't have Analytics platform access
   * **Solution**: Ensure user has valid Analytics account and platform access
   * **Check**: Verify user can access Analytics platform independently
3. **Dashboard Status**
   * **Problem**: Dashboard reverted to Personal status
   * **Solution**: Dashboard owner needs to re-enable sharing and restore user access
   * **Check**: Confirm dashboard shows "Shared" status in dashboard list

**Sharing Controls Not Available**

**Diagnostic Steps**:

1. **Owner Permissions**: Verify you have owner permissions for the dashboard
2. **Admin Access**: Confirm you have admin-level access for sharing management
3. **Dashboard Type**: Some dashboard types may have different sharing requirements
4. **Platform Settings**: Check if sharing functionality is enabled for your account

**Permission Changes Not Taking Effect**

**Troubleshooting Steps**:

* **Save Configuration**: Ensure sharing settings are properly saved
* **User Refresh**: Users may need to refresh or re-login to see permission changes
* **Cache Clearing**: Browser cache clearing may be required for permission updates
* **Platform Sync**: Allow time for permission changes to sync across platform

#### FAQ

<details>

<summary>Can I share a dashboard with users outside my organization?</summary>

**Sharing Scope** (based on implementation):

* **Internal Sharing**: Dashboard sharing designed for team and organizational collaboration
* **Access Requirements**: Shared users need Analytics platform access
* **Permission Control**: Owner-based permission management within platform constraints

**External Sharing Considerations**:

* **Platform Access**: External users need appropriate platform access
* **Security Policies**: Follow organizational security policies for external access
* **Alternative Methods**: Consider export/print options for external stakeholder reporting

</details>

<details>

<summary>What's the difference between Editor and Viewer roles?</summary>

**Editor Role Capabilities** (verified):

* **Full Dashboard Access**: View, modify, and manage dashboard content
* **Widget Management**: Add, edit, remove, and configure all widget types
* **Filter Control**: Apply and modify dashboard-level filters and settings
* **Collaboration**: Full participation in dashboard development and maintenance

**Viewer Role Capabilities** (verified):

* **Read-Only Access**: View dashboard content and data
* **Filter Application**: Apply dashboard filters for analysis
* **Export Access**: Use available export features (print, CSV from tables)
* **No Modifications**: Cannot edit dashboard structure or widgets

**Recommendation**: Use Editor for contributors, Viewer for stakeholders and report recipients

</details>

<details>

<summary>Can I change user permissions after initial sharing?</summary>

**Permission Management** (owner capabilities):

* **Role Updates**: Dashboard owners can change user roles (Editor ↔ Viewer)
* **Access Management**: Add new users or remove existing user access
* **Sharing Status**: Switch between Personal/Shared status as needed
* **Real-Time Changes**: Permission updates apply immediately to user access

**Management Process**:

1. **Access Sharing Settings**: Open sharing configuration for dashboard
2. **Modify Permissions**: Update user roles or add/remove users
3. **Save Changes**: Apply updated sharing configuration
4. **User Notification**: Inform users of permission changes if needed

</details>

<details>

<summary>How do I know if my dashboard is currently shared?</summary>

**Sharing Status Indicators** (verified visual cues):

* **Status Labels**: Personal/Shared/Demo labels visible in dashboard interface
* **Dashboard List**: Sharing status shown in dashboard overview
* **Sharing Controls**: Current sharing configuration visible in sharing modal
* **User Access**: List of users with access visible in sharing settings

**Quick Check Methods**:

* **Dashboard Overview**: Check status labels in dashboard list
* **Sharing Modal**: Open sharing settings to see current configuration
* **Access Indicators**: Visual indicators show current sharing state

</details>

<details>

<summary>What happens if I accidentally unshare a dashboard?</summary>

**Unsharing Effects**:

* **Immediate Impact**: All shared user access is immediately revoked
* **Owner Access**: Dashboard owner retains full access
* **Data Preservation**: Dashboard content and configuration remain unchanged
* **User Experience**: Previously shared users lose dashboard access

**Recovery Process**:

1. **Re-enable Sharing**: Change dashboard status back to "Shared"
2. **Restore User Access**: Re-add users and assign appropriate roles
3. **Verify Configuration**: Confirm all users have correct permissions
4. **User Notification**: Inform affected users that access has been restored

**Prevention**: Be careful with sharing status changes; consider user impact before modifications

</details>

***

{% hint style="info" %}
**Documentation Verification**: All dashboard sharing features and capabilities described in this guide have been verified against the actual Analytics codebase. Role-based permissions, sharing modal functionality, and access controls are accurately documented based on AnalyticsShareModal and MultiDashboardShareModal implementations.
{% endhint %}

**Related Guides:**

* Create Your First Dashboard
* Understand the Analytics Interface
* Configure Dashboard Filters
* Build Detailed Table Analysis


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