Introduction
This guide explains how to share dashboards within your organisation and externally, including the required permissions, step-by-step instructions, and how shared dashboards are received and accessed.
- User permissions
- Sharing internally
- How to share internally
- Selecting users
- Receiving a shared dashboard
- Reporting permission rules
- Sharing externally
- Setting expiry rules and accepted e-mail domains
- How to share externally
- Receiving a shared dashboard
1. User Permissions
The option to share dashboards sits behind a new user permission called 'Permission to share', this can be found under the general permissions category.
When this permission is added to a role, users who have this role assigned will have the option to share their dashboards.
2. Sharing Internally
How to share internally
Users with the permission to share can share custom dashboards with other members of their organisation in Evaluagent.
- Click the Share button on your selected dashboard tab.
2. Select the Internal tab (default option).
3. Use the Users dropdown to select one or more colleagues to share the dashboard with:
- Selected users will be highlighted and ticked.
- Click outside the dropdown or select the arrow again to close it.
- You’ll see a summary list of selected users in the Share modal.
- To remove a user, click the ✖ next to their name.
- Click Share to send the dashboard.
4. A confirmation message will appear in the modal.
What happens after sharing?
Once shared, recipients will receive:
- In-app Notification: Includes a direct link to the shared dashboard.
- Email Notification: [Screenshot required]
The dashboard will automatically appear as a new tab in the last position of the users existing dashboard layout. This ensures it doesn't interfere with their current setup.
NOTE:
Shared dashboards are copies. Each recipient can manage their version (edit, rename, or delete it) without affecting the original version.
Reporting permissions
When sharing dashboards these can be shared to users within your organisation with varying reporting permissions to yourself. When shared the reporting levels of the dashboard/widgets will update to match the individual user's reporting access levels and the team they are associated with.
This means users will only see data based on their configured permission levels.
3. Sharing Externally
Setting expiry rules and accepted e-mail domains
To be able to share a link to view a 'read only' view of a dashboard you need to define permitted e-mail domains that these can be e-mailed out to. This means the dashboard can only be shared to approved e-mail addresses for security purposes.
User Permissions
Users with security settings and share permissions can set up approved e-mail domains.
Expiry Rules
When a dashboard is shared a read-only link is generated and sent via e-mail. In the expiry rules section you can define the duration, in days, in line with your business requirements. If suitable you can set no expiry meaning that user always has access when clicking the link.
Once the link expires the user you have shared this to will no longer have access to the dashboard and will be redirected to our log in screen when attempting to re-access.
External sharing domain whitelist
Sharing externally means you can share a dashboard with colleagues or other critical stakeholders who may not have user accounts with Evaluagent. A read-only link can be sent via e-mail and controls on which e-mails these get sent to can be managed with a domain whitelist.
Click on 'Add a domain' to add to your whitelist. Any domains set up within your contract will automatically be detected and suggested in the 'Quick add' section.
You can add multiple domains to the list. These can also be deleted as needed. If attempts are made to send to an e-mail address outside permitted domains, an error will be presented to users and they cannot send to this e-mail address.
How to share externally
1.Click the Share button on your selected dashboard tab.
2. Select the external mode in the share dashboard modal.
3. Add the e-mail address/es of users you'd like the share the dashboard with. Whitelisted domains will be shown within the modal. You can add multiple e-mail addresses as required.
If an e-mail address is added that has an unapproved domain, an error notice will be presented and the address will not be added to the recipient list to send.
4. Click share
Receiving a shared dashboard
Recipients will receive an email with a link to view the dashboard in read-only mode. This link will be active in line with the expiry settings set.
On clicking the link a new tab will open with the shared dashboard. This is read-only so there are no features or functionality available within the page. Any changes/amendments to the dashboard will be visible for the user during the period they have access via the link.
Comments
0 comments
Article is closed for comments.