Dynamic Dashboard Access

Overview

With the Share Insights dynamic dashboards Access Group permission,  you can choose who has access to Insights dynamic dashboards. There are three aspects that affect dynamic dashboard access, all of which can be managed from Access Groups:

• Shared Dashboards—Members can access each dashboard that is selected in any of their Access Groups.
• Dynamic Dashboard Permissions—Members can View or Manage dashboards only if these options are selected in one of their access groups. The highest access given by an Access Group applies to all dynamic dashboards the member can see.
• Data Access—Based on the selected Data Access level, members can see only the level of data that they are authorized to see in all dashboards shared with them. The highest access given by an Access Group applies to all dashboards the member can see.

To quickly determine who has access to a dynamic dashboard, you can reference the Dashboard Access page—which is accessible from the dashboard’s Share modal.

From the Dashboard Access page, Account Administrators can also see a member’s Dashboard Permissions, as well as the level of Data Access they have. If a member has multiple Access Groups, the highest level of Data Access and Dashboard Permissions they have will apply to any dashboard that they have access to see.

To verify with your own eyes what a dashboard looks like for a specific member, you can select the Preview button in the far-right column.

Account Administrators can modify access for an account member by selecting the Access Group in the Access Groups column and then selecting the Insights Access Group set. Within the set, you can share dashboards, modify View or Manage permission, and change the Data Access level.

The following Data Access levels are available:

• No Access—No data is visible in the dashboard. This is the default selection for new custom Access Groups.
• Personal Performance Data—Recommended for individual contributors, only data connected to the user would be visible. For example, a user with this level would only see their personal utilization rate when viewing a dashboard that contained an aggregate utilization rate for all users in the account.
• Project Data—Recommended for project managers, only data connected to the user and their projects would be visible. For example, when viewing a dashboard that contains project health, margin, burn rate, and utilization for all projects, a user could see these details for only their projects and any utilization for people participating in their projects would exclude their utilization for other projects.
• Team Data—Recommended for people managers, only data connected to the user, any users that report up to them, and their reports’ projects. For example, a user could see an aggregate utilization made up of all of their direct reports and any other users who report up to them in the management hierarchy.

• Full Access—Recommended for Account Administrators, all data would be visible in the dashboard.

  Warning: Depending on your organization’s sensitivity to sharing data, we strongly urge you to use caution when granting Full Access to users. It’s recommended that this level is granted to Account Administrators and other members of an operations team. By default, Account Administrators have Full Access on all dashboards and this cannot be modified.

Members can select the Eye (“   ”) icon in the dashboard header to see what kind of data they have access to see in a dashboard.

How to Share a Dashboard

Account Administrators and members with the share dynamic dashboards permission can share dashboards with specific Access Groups. Account Administrators can also determine the level of access the members in Access Groups should have.

From the Dashboards Page

When you share a dashboard from the dashboards page, you can quickly share a dashboard with multiple Access Groups at once.

1. In the left navigation, hover over Insights, then select Manage Dashboards.

2. On the Dynamic Dashboards page, select the Share (“   ”) icon for the dashboard.

   Note: Alternatively, you can navigate to a dashboard and select the Share button in the upper-right corner.

3. In the modal that appears, select the Access Groups you would like to have access to this dashboard. You can also search for Access Groups by name.
   

   Note: Each Access Group that is given access to a dashboard must also have a Data Access level selected and permission to View Insights Dynamic Dashboards via the Insights Access Group set in Settings > Access Groups.
4. Click Share.

From Settings > Access Groups

When you share a dashboard from Settings > Access Groups, you can quickly share multiple dashboards with one Access Group at once and determine their dashboard permissions and data access levels at the same time.  Only Account Administrators can share dashboards from the Access Groups page. 

1. In the left navigation, hover over Settings, then select Access Groups.
2. On the Access Groups page, select the name of the access group you would like to share a dashboard with.
   
3. On the access group page, locate the Insights set and select Edit.
   
4. Scroll down to the Shared Dynamic Dashboards section and select Edit.
   
5. In the Shared Dynamic Dashboards section, check the dashboards you would like this access group to have access to.
   
6. Click Save.
7. In the top-left corner of the page, select Insights to return to the previous page.
   

8. In the Dynamic Dashboard Permissions section, make sure the View Insights dynamic dashboards permission is checked.

   Note: If Manage Insights dynamic dashboards is selected and View Insights dynamic dashboards is not selected, members will still be able to view dashboards.

9. In the Data Access section, make sure No access is not selected. If it is, set the level of data you want Access Group members to see in the shared dashboards.
   

   Note: If members in this Access Group are in other Access Groups as well, Data Access selections for those groups may affect what data is visible in these shared dashboards. You can see which members have access to a dashboard as well as their level of access from the Dashboard Access page.
10. If you made any changes on this page, click Save.

How to Manage Dashboard Permissions

Account Administrators can determine the level of access the members in Access Groups should have.

1. In the left navigation, hover over Insights, then select Manage Dashboards.
2. On the Dynamic Dashboards page, select the Share (“   ”) icon for the dashboard.
3. In the modal that appears, click the View the members who have access link in the bottom-left corner to open the Dashboard Access page in a new tab.
   

4. On the Dashboard Access page, review the following information to verify each member has the desired access:

   • Members
   • Data Access Level
   • Dashboard Permissions
   • Access Groups
   Note: Because changes for the Insights Access Group set are synced every half hour, it may take some time before the information listed in this table is reflected in the Insights dashboard or in the dashboard preview. By default, Account Administrators have access to all dashboards, permission to View and Manage dashboards, and a Data Access level of Full Access. Because their permissions cannot be modified, Account Administrators do not appear in the Dashboard Access table.

   

5. To see what the dashboard looks like for a user, select the Preview button.
   
6. When finished, click the Close (“   ”) icon in the top-right corner of the Dashboard Preview modal.
7. If you need to change the level of access for a user, select an Access Group in the Access Groups column to update the selections in that Access Group.