Dashboards Overview

Users can create personalized dashboards to allow them to monitor, analyse and measure data that is relevant to them. Users can also share or invite others to view and subscribe to a dashboard they have created.

Dashboards can comprise data from multiple sources, displayed in different formats for example in tables and charts.

Dashboards can be created from a blank canvas, or they can be created using a template as a starting point.

• Click on the dashboard icon at the top of the screen to pull up the list of dashboards available to you. These are categorised into ‘My Dashboards’ and ‘My Subscriptions’

• If the dashboard icon also has a number in red, this indicates that one or more notifications have been sent relating to your dashboard. For example, another user has notified you of a change to a dashboard to which you have subscribed.

• These are dashboards that you have created and manage.

• If a dashboard has a share icon to the right of it (3 connected dots), it means that others have subscribed to that dashboard.

• If the dashboard has a red dot next to it, there is a notification relating to it, most likely a request for access from another user.

These are dashboards that you are subscribed to. If the dashboard has a red dot, then there is a notification relating to it, likely relating to a change in that dashboard.

• Once in the dashboard edit page, click on ‘New Content Area’ to add a new content area. Refer to the Content Areas Overview for help with choosing and adding content areas from the content area library.

• Content Areas each have their own settings which are accessed by the pencil icon in the title bar of the content area. These settings define how the data is presented, for example the width of the content area and whether it should have a title. Refer to the Content Areas Overview for details of the settings.

• Content Areas that display data will typically also have a set of data filters. These are accessed via the database icon (to the left of the pencil icon) in the title bar of the content area.

• Content areas can be dragged and dropped in the dashboard layout editor to achieve the desired layout. Left click the content area and drag it up/down and right/left to move it. Other content areas will automatically reposition as this is done.

• Once all the content areas have been defined and positioned, check the Settings are correct for the new dashboard and click on ‘Save’ to save changes or ‘Cancel’ to discard the changes.

Used By  tab

Use this tab to view the list of users who have subscribed to the dashboard. This is useful when determining the impact of making changes. 

History tab

Use this tab to view the history of changes to the dashboard and to revert back to an earlier version if required.

• In order for a user to view a dashboard, they must be granted access to that dashboard. The action of sharing a dashboard or making it part of the publication library does not, on its own, mean those users can view and subscribe to the dashboard.

• Dashboard access is granted via the ‘Access’ tab in the dashboard settings window. Click on the pencil icon at the top of the dashboard and then select ‘Settings’ to view the dashboard settings. Only a person with ‘Edit’ rights can grant access to others.

• Access can be granted to individual users and/or groups of users.

• Dashboard access can also be granted or denied via access requests. Users with edit rights to a dashboard will receive a notification that someone has requested access. This will come in the form of a red circle with a number inside next to the dashboard icon at the top of the page. Clicking on that icon will bring up a list of dashboards with a red dot indicating which dashboard has a notification. Opening the dashboard will show who has requested access and provide the opportunity to respond (Accept or Deny). Accepting the request will add that user to the access list with ‘View’ rights.

• Users can also request access to a dashboard they do not have access to. This might occur where they receive a link from another user but when they go to that link, they receive the message that they do not have access. The message allows the user to request access from the owner or persons who have edit rights to the dashboard.

• Persons with edit rights to the dashboard will be alerted to the dashboard access request and can Accept or Deny access from the dashboard when they next visit it.

• Dashboard filters allow for the filtering of data that is displayed in the dashboard. An example might be a dashboard that shows financial data for a fiscal year, presented through several content areas. The person viewing the dashboard uses the filter to select which fiscal year they would like to see data for and then all the content areas on the dashboard filter the data to that fiscal year only.

• Dashboard filters are defined through the Filters page within the dashboard settings.

• Click on the pencil icon to edit the dashboard. Then click on the ‘Settings’ icon.

• Select the ‘Filters’ tab to edit the filters for a dashboard.

• Dashboards can be subscribed to by clicking on the dashboard icon at the top of the screen and then clicking on the ‘+’button next to the ‘My Subscriptions’ list. The user will be presented with an ‘Explore Dashboards’ pop-up. Select ‘Browse shared dashboards’ to open the publication library.

• From the publication library select a dashboard to view it.

• In order to subscribe to the dashboard, select the share icon at the top of the dashboard and select ‘Subscribe’. The dashboard will be added to the ‘My Subscriptions’ so that it can be accessed quickly in the future.

• The user may also receive an email from another person who has opted to share or invite that user to view a dashboard that they think may be of interest. 

• The email will contain a link to the dashboard which if clicked on will display the dashboard and allow the user to subscribe to it should they wish to.

• Click on the pencil icon next to the ‘My Subscriptions’ list. This will put the list into edit mode.

• Click on the bin icon next to the dashboard yto be unsubscribed from.

• Click on ‘Save’ to save changes or ‘Cancel’ to discard the changes.

• Click on the dashboard icon at the top of the screen and then click on the pencil icon next to the ‘My Dashboards’ list or ‘My Subscriptions’ list. This will put the dashboard list into edit mode.

• Click on the pencil icon to change the icon associated with the dashboard in the list

• Edit the name of the dashboard if required.

• Click on the bin icon to delete the personal dashboard (if in the My Dashboards list) or unsubscribe from the dashboard (if in the My Subscriptions list).

• To reorder the list, click on the ‘dots’ bar (to the right of the bin) and whilst the mouse button is held down, drag the item up or down the list as required.

• Click on ‘Save’ to save changes or ‘Cancel’ to discard the changes.

• If you are the owner of a dashboard or have editing rights, it is possible to share the dashboard with others. Sharing a dashboard automatically adds it to the publication library.

• To share the dashboard, click on the share icon and select ‘Share’. A list of existing users of the tool will be displayed from which one or more can be selected.

• Select one or more users from the list and then click on ‘Apply’. A message will be sent to those users to indicate that the dashboard has been shared with them. If the person you wish to share the dashboard with is not in the list, use the invite process (below) to send an invite to an email address.

• As well as sharing the dashboard, ensure the user also has at least ‘View’ access. Refer to the 'Access tab' in the Dashboard Settings section above.

• Sharing a dashboard using the process above is used to invite existing users to view your dashboard. If the person is not an existing user, they can still be invited to view your dashboard.

• To send an invite, click on the share icon and select ‘Invite’. You will be prompted to enter the recipients email address.

• Enter the email address and click on ‘OK’.

• The recipient will receive an email with a link to the dashboard. If the person is already set up as a user with that email address, they can simply log in to view the dashboard. If the person is not already set up as a user, they should first use the registration process to create an account after which they will be able to access the dashboard.

• Changing a shared dashboard using the pencil settings will automatically update the dashboard for anyone who has subscribed to it.

• It is recommended to check the list of subscribers prior to making a change. To do this, navigate to the ‘Settings’ page and then select the ‘Used By’ tab.

• To notify subscribers of a change click on the share icon and then select ‘Notify’. You will be prompted to enter a message to subscribers. Enter the message and click on ‘OK’ when done. Subscribers will be displayed the message when they next visit the dashboard.

• Be aware that changing the display order of the dashboard or selecting different columns (using the cog icon) does not change the dashboard for other subscribers. Only changes that are ‘Saved’ using the pencil settings will affect others.