Sharing a Dashboard as a Designer

Summary: This document is a step-by-step guide on how to create a shared dashboard as a designer license user.

What is the functionality?

This is a new functionality that was previously only available to Admin users. We have made some tweaks and it is now possible to create a shared dashboard that anyone on your account can view. 

Prior to this functionality, designers could create only Template dashboards but they were only visible to other designer or Admin users. 

With the new functionality, designers can create a Template Dashboard, then they can make this dashboard visible to anyone on their account, it is then known as a ‘Shared Dashboard.’

Pre-requisites  

• This functionality is only available to designer or Admin users. Viewer license users will be unable to avail of this functionality.
• Before a dashboard can be shared it must first exist as a ‘Template Dashboard’. These can be created from scratch by designer or Admin users. They are ‘Work-in-progress’ dashboards and can be edited. 
  • Once a shared dashboard is created it cannot be edited. However, you can make updates to your template dashboard and create an additional shared dashboard.

How do I create a Shared Dashboard?

1. Create a Template Dashboard first.
   1. Use the Help Centre documentation to help you create a template dashboard titled ‘Creating a template dashboard’.
       
2. Once you are happy with your template dashboard you can make it visible to other account users by creating a shared dashboard from it.  
   1. Select the Template Dashboards icon on the left-hand panel.
   2. Search the Template Dashboard you want to share.
   3. Open the dashboard in edit mode by selecting the link (via the dashboard title) or the paintbrush icon.

3. Select the button Create a shared dashboard on the right hand side of the screen
   
   
   
   
4. You will need to add the following details to create a shared dashboard:
   
   
   1. Title
      1. This is what it will be called to anyone it is shared with.
   2. Template Dashboard
      1. This will be greyed out as it will be the name of the template dashboard it is based on.
   3. Data model
      1. You should only have one option to choose from here. This is the data model that was set up when your company was onboarded onto Analytics.
   4. Image title
      1. This is optional and you are free to select any of the stock images. These are visible if you select the waffle picker icon to the right of the screen.
         
         
5. Select the Create button when you have finished adding your details
   
   
6. You should now be navigated to the Manage Shared Dashboard page where you can define who you want to share it with.
   1. If you want to share it with an individual user(s) then add the users via the ‘user’ tab by selecting the Add users button.
   2. If you want to share it with your entire group (all users in your account who have access to Analytics). Then select the Users tab.
      1. Select the Add Groups button
      2. Tick the group of users you want to share it with 
      3. Select Ok to save
         
         
         

7. The users and/or groups of users will now see the Shared Dashboard when they are on the Analytics Shared Dashboard page.

Deleting a Shared Dashboard for everyone

Shared Dashboards cannot be edited but they can be deleted. This can only be done by a designer or Admin user. 

1. Find the Shared dashboard you want to delete by searching for the title on the ‘Shared Dashboards’ page.
2. Select the ‘Cog’ icon. 
3. Select the Delete option. This will delete the shared dashboard from the view of anyone you have shared the dashboard with.

Editing a Shared Dashboard 

Very little can be edited once a shared dashboard has been created. However, if you are a designer and you created the shared dashboard you can edit the title and/or image.

1. Open your shared dashboard page. 
2. Select the 'Cog' icon on your shared dashboard and you will be taken to the 'Manage Shared Dashboard' page.
   1. Note, that you will only see the cog (and bin icon) if you have created the shared dashboard. 
3. Select the blue link titled Edit Shared Dashboard on the left hand panel
4. You can now edit the Title and the image. If you make a change, select the 'Update' button. The changes will be reflected for everyone you have previously shared the dashboard with.