Sharing dashboards

A board starts personal: only you see it. Sharing it makes it visible to every member of the workspace who may view dashboards. This page covers sharing, personal copies, links to a view, display links for screens and moving a board to another organisation.

Share a board with the workspace

1. Open the board and select Settings (or Customise, then the board settings).
2. Under Who sees it, select Share with the workspace.
3. Save. The board shows “Shared with the workspace”.

The hint in the dialog says what changes: “Shared, everyone in the workspace sees it, only admins can change it, and it can be shown on a wall screen by anyone who manages dashboards. A shared dashboard is not made personal again; duplicate it instead.”

Rule	Detail
Who may share	Members with Manage shared dashboards (administrators by default). Others see “Only an admin can share a dashboard with the workspace.”
Plan limit	Your plan sets how many shared boards you may have. When it is reached: “Your plan allows N shared dashboards and N exist already. Delete a shared dashboard or upgrade the plan to share this one.” Personal boards do not count.
Permissions still apply	A shared board acts on each viewer’s own permissions. A viewer never sees data they may not read, and a control only works for a viewer who may run its command.
Private widgets	A card that uses a widget only you can see stays private. Share the widget first (see Your own widgets).

When you create a board, Share with everyone in the workspace in the New dashboard dialog shares it at once.

Personal copies of a shared board

You may want a shared board arranged your way without changing it for everyone.

1. Open the shared board and select Make a personal copy.
2. Change your copy as you like. The board says Personal copy: “Your own copy, shown to you instead of the shared dashboard”.
3. To go back, select Return to shared dashboard. Your copy is dropped.

A personal copy cannot be shared (“This personal copy stands in for a shared dashboard and cannot be shared. Duplicate it as a shared dashboard instead.”).

Duplicate a board

Duplicate in the board menu or the dashboards list makes a new personal board with the same cards. Duplicate as shared makes a shared copy (administrators). The copy says what it left out:

• “N widget(s) could not be copied and were left out.” (widgets you cannot open)
• “N command action(s) you may not run were removed from the copy.”

If no shared place is left in your plan, you are offered Make a personal copy instead.

Share a view by link

The board’s state is in the page address: the time window (?tw=7d), parameter values (?p.site=…), the open page (?pg=…) and the drill-down trail (?trail=…). Copy link in the board menu copies it. The person who opens it needs their own account and access to the board; a private board of someone else answers “This dashboard isn’t available”.

Show a board on a screen

A display link shows a shared board on a screen where nobody signs in, such as a wall screen or a TV. “Anyone with the link can see the dashboard until it expires or is revoked.”

1. Open the shared board and select Display links… in the board menu.
2. Enter a Screen name (for example “Lobby TV”) and Expires after (1 to 365 days).
3. Select Create link. Copy the address now: “It will not be shown again.”

What a display link does and does not do, how to stop it and how to set up the screen: see Wall screens, full screen and zoom.

Move a board to another organisation

1. Open the board and select Export in the board menu. Export with linked also includes the boards this one opens, so the links keep working after the import.
2. In the other organisation, select Import in the dashboards list and choose the .board.json or .boards.json file.
3. Read the dry run: which cards will be imported, which were Repaired or Skipped, and what the file points at (boards, data sources, commands).
4. Select Import.

The details of the file and the dry run are in Board templates and board files.

Troubleshooting

Problem	Cause and fix
A colleague sees an empty card on a shared board	They lack the read permission for that data, or the card uses a widget only you can see.
Share with the workspace is greyed out	You do not have Manage shared dashboards, or the board is a personal copy.
The new board was created personal	The plan’s shared-board limit is reached. Delete a shared board or change the plan.
A copied link opens a different view	The other person’s choices win once they change a filter; the link only sets the starting view.