In this guide, we’ll cover how permissions impact viewing reports and dashboards and how to share reports and dashboards you’ve created with other users.

In Ashby Analytics, there are two license types.

Users with this license are limited to viewing reports created by Analytics - Admin users. They can configure their personal home page to show their preferred dashboards and reports, but they cannot create new reports or explore data (e.g. via filtering) on their own. For more on what view only users can see, please check out View Only Users.

Users assigned this license have the ability to explore report templates and save and edit reports and dashboards. They have access to all features in Ashby Analytics.

Limited to being scheduled for interviews, providing interview feedback, and referring candidates. These users will not be able to view reports and dashboards directly in Ashby although will be able to see data in notifications sent to them via the Scheduled Dashboards tool, as scheduled dashboard content is generated using the permissions of the user who configured the scheduling.

Starts with the same basic permissions as Limited Access users, but can be granted additional permissions for parts of your organization via Access Roles. Employees with this global role do not have access to anything in the Admin tab unless they’ve been explicitly been granted access to tools via Additional User Permissions.

When viewing reports and dashboards, these users will only be able to see the data for the roles that they have access to by default unless data is shown using a specific user’s permissions (more on this at Share My Dashboard View).

Starts with full access to the entire organization but access can be narrowed down for parts of your organization via Access Roles. They can edit other user’s permissions and can edit all organization data: tags, interviews, email templates, etc. Users do not have access to confidential jobs unless explicitly granted.

In Ashby, you can restrict access to both reports and dashboards. There are two states content can be in:

Upon saving new content, the user will have the choice of making it private or public content using the Access Control option when saving their report.

The default option is for the report or dashboard to be public. The access control settings for any report can be adjusted at a later time under More > Access.

Custom Dashboards are available on the Legacy Plus, Plus and Enterprise plans:

Sharing dashboards in Ashby is usually as simple as copying and sharing the dashboard URL.

If your dashboard has filters and any filters are applied, we will dynamically update the URL to encode your dashboard’s filter state. At any point, you can simply copy the URL and share it as needed. You can now also click the Share button when viewing a dashboard.

When clicking the Share button you will be presented with an option to copy the dashboard URL and you can use the Include Filters checkbox to determine whether the filters should be applied to the dashboard via the sharing URL.

At times when you want to get the underlying dashboard URL without any filters applied, deselect the Include Filters option, then copy the URL.

When you are in the process of editing a dashboard, the same Share function is accessible through the More menu in the top right-hand corner.

If you have various combinations of dashboard filters that are used to meet different use cases a saved view can be used to store any configuration of dashboard filters with a custom title. You can then access that set of dashboard filters at a later date for immediate convenience. At its core, a saved view represents a set of dashboard filters and values.

If you are using the dashboard filters for the first time you will have the option to save them as a new view by clicking the Save as View button.

You’ll then be prompted to give your view a name and determine whether it is private (only visible to you) or public (accessible to all users who can view the dashboard) before saving the view.

Saved views are accessible from the filter component at the top of any dashboard. Any private views will have a padlock identifier for your reference:

After you’ve selected a view, any subsequent edits to the filters within the view will be indicated in in the UI, as the Save View button will become active. On clicking Save View, you will have the option to update the existing view or save your new filter state as a new view if desired:

To rename or delete any existing views you can click the Manage View button, then select either Rename or Delete. You will also have the option to make the view public or private (depending on the initial configuration of the view) and you can also pin the view to your homepage.

If you opt to pin the view to your homepage, it will appear in the Views section on the left, listed with another other reports or dashboards you have pinned to your homepage.

The view name will be listed first, followed by the dashboard name.

When viewing a dashboard with filters applied you have the option to view the underlying report directly by selecting the Go to Filtered Report action.

If you need to get to the underlying report without any dashboard filter context being applied, the action menu on any report tile provides the option (the three dots to the right of the Go to Filtered Report button) to go directly to the report via Go to Report.

The option to share your dashboard view is only available on the Legacy Plus, Plus and Enterprise plans, along with Analytics only users:

To set up a dashboard to display the data you see to all users accessing the dashboard (even data they don't normally have access to see):

You will then be listed as "Viewing as" and your permissions will be used for other users viewing the dashboard. Moving forward, only the user listed as the viewer (or sharing their view) here will be able to add or remove reports.