Dashboard roles

Advanced feature

Roles is an advanced feature that is not available to most users. If you need to set up roles for your dashboard, please contact your administrator or support team for assistance.

Roles let you restrict the data that different groups of viewers can see in a published dashboard. Each role has one or more bound filters. When you share the published dashboard with someone using that role, you pick a value for each bound filter, and their dashboard is locked to those values. Viewers can’t change a locked filter.

For example, you might create a “Region” role with the Region filter bound to it. When you share the dashboard with your Auckland team, you select the Region role and choose “Auckland”, so they only ever see Auckland data. You can share the same dashboard with the Wellington team using the same role and the value “Wellington”.

The Full Access role

Every published dashboard has a built-in Full Access role. It doesn’t lock any filters, so viewers with Full Access can use all of the dashboard’s filters. When you share a published dashboard, Full Access is selected unless you choose another role.

Editors are automatically given the Full Access role the first time they publish, preview or use View Live on the dashboard.

Adding a role

1. In the left panel, open the Navigation Menu.
2. Click the add icon (+) next to Roles.
3. A new role is added with the default name “New Role”.
4. Rename the role using its Name property (see below).

Renaming a role

1. In the Navigation Menu, click the role you want to rename.
2. In the Properties Menu in the right panel, edit the Name property.

Your change autosaves.

Binding filters to a role

After creating a role, choose which filters are locked for viewers who are given that role.

1. In the Navigation Menu, click the role you want to configure.
2. In the right panel, each bindable filter in the dashboard is shown as a button with the filter’s name.
3. Click a filter’s button to bind it to the role. The button is highlighted when the filter is bound.
4. To unbind a filter, click its button again.

Only filters with Is Bindable turned on are listed. Each role can have a different combination of bound filters.

Deleting a role

1. In the Navigation Menu, click the ⋮ icon next to the role you want to delete.
2. Select Remove.

The role is removed straight away, with no confirmation step.

Roles can’t be duplicated. To create a similar role, add a new role and bind the same filters to it.

Republish to apply role changes

Changes to roles—adding, renaming, binding filters or removing a role—only take effect for sharing after you republish the dashboard.

Viewing a dashboard with more than one role

If a viewer has been given more than one role for the same dashboard, they’re asked to choose a role in the Select Dashboard Role dialog when they open it with View Live from the Dashboard Publisher content table.

For more about sharing with roles, see Share dashboard.