Permissions & Sharing Dashboards

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 permissions overview ashby analytics in ashby analytics, there are two license types analytics view only 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 docid\ efxwrakih90rlulcgjeby analytics admin 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 ashby permissions in ashby there are three global access roles for more on configuring access roles, check out user permissions docid\ i5jhibmkqhyobnnvrl8rk limited access 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 docid\ ttr2omug9yqpx1nkcmjs9 tool, as scheduled dashboard content is generated using the permissions of the user who configured the scheduling elevated access 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 docid\ mhy0txb4sxnqye9xkvn8e 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 docid\ ndrpeyx1fej35uvnuled ) organization admin 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 this is a common role for analysts, admins, heads of talent, recruiting ops folks, etc many companies also grant the entire recruiting team this access level 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 docid\ ndrpeyx1fej35uvnuled ) content access for more on content access and locking reports, check out confidential reporting & content access control docid\ muchm4f6zrjbv4r1fjn o in ashby, you can restrict access to both reports and dashboards there are two states content can be in private restricts access to the user and anyone on the access list public shared to your organization, i e viewable by any ashby user 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 sharing filtered dashboards if you are unfamiliar with adding filters to dashboards in ashby, please see our documentation for an overview of dashboard filters docid 2v47wmlrqudcneey2tazp please note that this isn’t currently available for core dashboards custom dashboards are available on the legacy plus, plus and enterprise plans foundations legacy plus plus enterprise ❌ ✅ ✅ ✅ 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 dashboard sharing png 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 share url png 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 edit mode sharing png saved views 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 creating & selecting a saved view 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 first saved view\ png 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 please note that a shared view can be viewed by all users with access to the dashboard but only the organization admin or creator of the view can make amendments to the view configuration 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 selecting views png updating and managing saved views 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 update or save png 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 modifying a saved view\ png 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 going to a filtered report 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 filters applied png 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 report menu png sharing your dashboard view by default, users will only see data for the roles that they have access to when viewing a dashboard shared with them you can set a dashboard to always show data based on your permissions so even those without access to the appropriate jobs will be able to see the same data points as you if the dashboard link is shared with a user after you have shared your dashboard view, they will be able to see same data points as you regardless of their permission settings, which means they may see data they do not normally have access to see the user will need to log in to ashby and have elevated access to see the dashboard the option to share your dashboard view is only available on the legacy plus, plus and enterprise plans, along with analytics only users foundations legacy plus plus enterprise ❌ ✅ ✅ ✅ how to share or unshare your view 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) navigate to the dashboard select more > access toggle view with my data permissions on to share your view, or off to stop sharing when you enable view with my data permissions , the dashboard is also locked by the user whose permissions are shared the locker and users with the editor role can manage the dashboard's permissions, access list, layout, and content users with the viewer role can access a private dashboard but cannot edit a locked dashboard locking does not lock the underlying reports users who have permission to edit a report can still edit that report directly for more on locking, see confidential reporting & content access control docid\ muchm4f6zrjbv4r1fjn o 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 users viewing the dashboard with the viewer’s permissions will only have those permissions applied when viewing the dashboard their own permissions will be applied when opening specific reports within the dashboard users viewing the underlying reports on your dashboard will be able to edit those reports if they have access to edit reports we would recommend locking your reports prior to sharing your view details on locking or unlocking reports can be found in confidential reporting & content access control docid\ muchm4f6zrjbv4r1fjn o faq can i set myself as the viewer or share my own dashboard view on private dashboards? yes, you can set users to see a dashboard with your own permissions on both a public and a private dashboard please note that only users with access to your private dashboard will be able to see it what happens to saved views if the dashboard’s filters are modified (added or removed)? removing filter fields when a filter field is removed from the dashboard, any saved view that referenced that field will be updated to no longer include that field and any pre configured values for example, if you had a department filter with some values such as engineering, product and design in a saved view, removing the department field from the dashboard filters entirely will remove the reference from any saved view too adding filters fields when the dashboard has a new filter field added, any pre existing saved view will have no prior value for that field if the user wants to incorporate the new field into any existing saved views, they must select the view by name, update the filters, then select the update existing view option