From a252a778be2c1cf79a2eb7fc43a44728f74992ec Mon Sep 17 00:00:00 2001 From: Steven Chand Date: Wed, 26 Aug 2026 14:41:06 -0700 Subject: [PATCH] Document publishing My Dashboard pages to the organization (sc-17866) Adds a "Share a dashboard with your organization" section to the Customize your dashboard guide, covering the publish and unpublish flows, role visibility, and what colleagues see. Documented from the unmerged feature branches (frontend#2767 head 9ed918f0b, backend head a19668743), since neither has landed on main. Includes the late permission change: publishing is gated on the new Dashboard / manage_shared_dashboards permission, which nothing grants by default, and ownership is required on top of it. Unpublishing is deliberately not gated on that permission, so an owner whose permission is revoked can still retract their own dashboard. Also qualifies the page's opening claim that dashboard changes "do not affect other users", which publishing makes conditional. Role-visibility rules are written inline rather than reusing the shared include added on the sc-17750 docs branch, so that this branch renders independently of it. Worth de-duplicating once both land. Co-Authored-By: Claude Opus 5 --- .../customize-your-dashboard.qmd | 78 ++++++++++++++++++- 1 file changed, 77 insertions(+), 1 deletion(-) diff --git a/site/guide/configuration/customize-your-dashboard.qmd b/site/guide/configuration/customize-your-dashboard.qmd index 4851604e3d..bf87715481 100644 --- a/site/guide/configuration/customize-your-dashboard.qmd +++ b/site/guide/configuration/customize-your-dashboard.qmd @@ -9,7 +9,7 @@ date: last-modified Customize what you see on the {{< var validmind.platform >}} when you first log in with dashboards and widgets, enabling you to review and access information at a glance. :::{.callout} -Changes are automatically saved to your account and do not affect other users. +Changes are automatically saved to your account and do not affect other users, unless you publish a dashboard to your organization.[^share] ::: ::: {.attn} @@ -69,6 +69,74 @@ b. Click **Yes, Delete Dashboard** to confirm permanent deletion of that dashboa ::: +### Share a dashboard with your organization + + +Publishing a dashboard adds it as a tab for members of your organization, so that everyone works from the same view instead of assembling their own. + +::: {.callout} +To publish a dashboard, you need the **Manage Shared Dashboards** permission.[^permissions] No role holds it by default — [{{< fa hand >}} Customer Admin]{.bubble} users can publish, and an administrator can grant it to any other role. + +You can only publish a dashboard you own. Holding the permission does not let you publish someone else's dashboard. + +::: + +::: {.panel-tabset} + +#### Publish a dashboard + +1. In the left sidebar, click **{{< fa home >}} Dashboard**. + +2. Click on the tab for the dashboard you want to publish. + +3. Click **{{< fa pencil >}} Edit Dashboard**. + +4. Select **{{< fa upload >}} Publish to Organization**. + +5. (Optional) Select one or more roles under **Visible to Roles** to limit which users see the dashboard: + + - Leave **Visible to Roles** empty to make the dashboard visible to everyone in your organization. This is the default. + - Only organization roles can be selected,[^roles] not record stakeholder types.[^stakeholders] + - [{{< fa hand >}} Customer Admin]{.bubble} users are not affected by role restrictions. + +6. Click **Publish Dashboard**. + +::: {.callout-important title="Every widget must already be shared with the same roles."} +A dashboard cannot be published while it still contains a widget that your colleagues would not be able to see. If any widget is not shared with the organization, or is not visible to the roles you selected, the dashboard is not published and each blocking widget is listed by name. + +To resolve it, share those widgets with the same roles — you may need an administrator to do this — or remove them from the dashboard and publish again. + +::: + +#### What your colleagues see + +Once published, the dashboard appears as a tab for the members of your organization who hold the selected roles. + +- The dashboard is **view-only** for them. Only its owner or an administrator can change it. +- A banner names who shared it. +- If a viewer holds none of the roles a particular widget is restricted to, that widget is replaced by a placeholder telling them they don't have access. The widget's data is never sent to their browser. + +#### Unpublish a dashboard + +Unpublishing returns the dashboard to being private and removes it from other members' dashboard tabs. + +1. In the left sidebar, click **{{< fa home >}} Dashboard**. + +2. Click on the tab for the published dashboard. + +3. Click **{{< fa pencil >}} Edit Dashboard**. + +4. Select **{{< fa download >}} Unpublish**. + +5. Click **Yes, Unpublish Dashboard** to confirm. + +::: {.callout} +Taking your own dashboard back does not require the **Manage Shared Dashboards** permission — if your permission is revoked after you publish, you can still unpublish. Administrators can also unpublish a dashboard shared by someone else, which removes their own access to it along with everyone else's. + +::: + +::: + ## Manage widgets Widgets display information at a glance on your dashboards.[^1] @@ -198,3 +266,11 @@ Removing a widget from a dashboard will not delete the linked view or analytics [^7]: [Widget types](#widget-types) [^8]: [Arrange widgets](#arrange-widgets) + +[^share]: [Share a dashboard with your organization](#share-a-dashboard) + +[^permissions]: [Manage permissions](/guide/configuration/manage-permissions.qmd) + +[^roles]: [Manage roles](/guide/configuration/manage-roles.qmd) + +[^stakeholders]: [Manage record stakeholder types](/guide/configuration/manage-record-stakeholder-types.qmd)