Overview

Custom dashboards can be shared with entire teams using role-based access control. This feature enables granting dashboard access to all users assigned to specific roles, which simplifies managing who can view your dashboards as your organization grows and changes.

How it works

Access to custom dashboards can be controlled in two ways:

• Role-based access: Grant access to all users assigned to specific roles
  
• User-based access: Grant access to individual users

Users get access if they meet at least one of the sharing conditions. This allows you to share broadly with roles while also granting access to specific individuals.

How to share dashboards using role-based access control

Step 1: Open Dashboard Access Settings

Navigate to your custom dashboard and open the access control settings. You'll see options to add both users and roles.

Step 2: Add Roles

In the "Add Roles" section, search for and select the roles you want to grant access to. For example, selecting "Sales Manager" will automatically give all sales managers access to your dashboard.

Step 3: Add Individual Users (Optional)

If specific users need access but aren't part of the selected roles, you can still add them individually in the "Add Users" section. This is useful for exceptions like regional heads or consultants who need dashboard access.

Step 4: Save Your Changes

Click "Confirm" or "Submit" to save your access settings. Users will immediately gain or lose access based on your changes.

Access Rules

Understanding how access works helps you set up your dashboards correctly:

1. When access controls are defined: Only the specified roles and users can view the dashboard
   
2. When no access controls are defined: The dashboard follows general dashboard permissions in your system
   
3. Hybrid access: Users gain access if they're either in an authorized role OR individually authorized

Example: Sales Performance Dashboard

Let's say you've created a sales performance dashboard that needs to be shared with your sales team:

1. Add the "Sales Manager" role - All current and future sales managers automatically get access
   
2. Add specific regional heads - Add "John Tan" and "Ayesha Kumar" individually since they're not sales managers but need access
   
3. Result - Both sales managers (via role) and the regional heads (via individual access) can view the dashboard

When a new sales manager joins and is assigned the "Sales Manager" role, they'll automatically see the dashboard without any manual updates needed.

Benefits of Role-Based Sharing

• Scalability: Manage access for large teams without adding users one by one
  
• Automatic updates: New team members get access as soon as they're assigned the appropriate role
  
• Time-saving: No need to manually update dashboard access when teams change
  
• Flexibility: Combine role-based and user-based access for maximum control
  
• Better governance: Easier to audit and understand who has access to what

Best Practices

1. Use roles for teams: When multiple people in the same job function need access, use their role instead of adding them individually
   
2. Document your choices: Keep track of why certain roles or users have access to specific dashboards
   
3. Review periodically: Check your dashboard access settings periodically to ensure they still match your organization's needs
   
4. Leverage existing roles: Use your organization's existing role structure rather than requesting new roles just for dashboard access

FAQs

• What happens if I'm added both as an individual user and through a role?

You'll have access through both methods. Removing you from one won't affect your access if you still qualify through the other.

• Can I remove access for a specific person in a role without removing the entire role?

No, role-based access applies to all members of that role. To exclude someone, you would need to remove the role and add other team members individually, or adjust their role assignment in your system.

• Will existing user-based permissions still work?

Yes, all existing user-based permissions continue to work exactly as before. This feature adds role-based access as an additional option.

• What if someone changes roles in our organization?

Their dashboard access will automatically update based on their new role. They'll lose access to dashboards tied to their old role and gain access to dashboards shared with their new role.

• Can I see who has access to my dashboard?

Yes, the access settings will show you all roles and individual users who currently have access to your dashboard.