How can I share a dashboard globally

[Blair5]

Recently upgraded to Jakarta and users can create dashboard versions of homepages by default. However, they can create a dashboard version of a global homepage and when they do, the dashboard is only available to them (unless they share with user/group). Can we disallow them from creating a dashboard version of a global homepage? If not, how can an admin share the dashboard globally? So, admins can convert all global homepages to a dashboard and set it to global somehow?

[Rajesh Mushke]

Hey breinhart

Share a responsive dashboard:

Share a dashboard with other users to create a shared view of data that you can use to collaborate. You can give other users viewing rights or editing rights.

Before you begin

• Users can share dashboards that they own with other groups and users.
• Only users with the admin, pa_admin, or pa_power_user role can share dashboards with other roles.
• Users with the pa_admin or pa_power_user role can share dashboards that they can edit.
• Users with the admin role can share any dashboard they can access.

About this taskSharing a dashboard does not grant permission to most widgets on that dashboard. The exceptions are the Performance Analytics widgets, which inherit view ACLs from the dashboards where they have been added. Users who can view a dashboard can see all Performance Analytics widgets on that dashboard.Procedure

1. Navigate to Self-Service > Dashboards.
2. Select the dashboard that you want to share from the dashboard picker on the top left.
3. Click Sharing () to open the sharing panel.
4. Click Add groups and users (). Users who have the admin, pa_admin, or pa_power_user roles can also share the dashboard with other roles.
5. Start typing the name in the To field.
6. Select a user, group, or role from the list that displays.
7. From the Recipients list, select Can read or Can edit to specify the permissions the user, group, or role has on the dashboard.
8. Click Invite.

ResultThe dashboard is shared and an invitation is sent out to the invited users.Note: It is not possible to disable the email notification.

Dashboard permissions

Dashboards have special granular view and edit permissions that are managed from the Sharing pane. ACLs apply to most widgets that are added to dashboards.

• Users with any role can create dashboards, share dashboards that they own with users and groups, and edit dashboards if they have been given edit permissions.
• Users without a role can view dashboards that have been shared with them, but cannot create or edit dashboards.
• Users with pa_admin and pa_power_user roles can manage users, groups, and roles on any dashboard that they can edit. They can also assign an owner to a dashboard that has no owner.
• Users with the admin role can edit and manage users, groups, and roles for any dashboards they can access. Admin users can also change a dashboard owner at any time.
• Only a dashboard owner and users with the admin role can delete that dashboard.

Note: The columns Visible to, Groups, Users, and Requires Roles only apply to non-responsive dashboards. The values in these columns do not apply to responsive dashboards.
Widget ACLs apply when that widget is added to dashboards (except for Performance Analytics widgets). If a user can view a dashboard but does not have ACLs to view one of its widgets, an empty widget placeholder is displayed. ACLs do not apply to data visualizations that aggregate data, such as pie or bar reports. ACLs always apply to list data that is displayed in widgets. Rows in a list that a user does not have access to are not displayed.Note: ACLs are not applied to Performance Analytics widgets that are added to dashboards. Any user who can view a dashboard can view all its Performance Analytics widgets. Performance Analytics widgets can only be added to dashboards by users with the pa_power_user, pa_admin, and admin roles.Dashboard permissions may be impacted by the Restrict to role field on the dashboard properties form and by dashboard group permissions. Dashboard properties can be changed by the dashboard owner, and users with pa_power _user, pa_admin, or admin roles. Dashboard group permissions can be changed by users with the pa_power_user, pa_admin, and admin roles.For example, when you add a pie report widget that includes 36 records to a dashboard, any user with access to that dashboard and that report can view the pie visualization of all 36 records. However, if a user drills down into the list view for that widget, only the records for which the user has access are visible.

Restrict responsive dashboard access to specific roles

After you share a dashboard with specified users, groups, and roles, you can specify additional roles required to access the dashboard. To access the dashboard, it must be shared with the user and the user must have one of the specified roles. For example, if you share a dashboard with the itil role, and Restrict to Roles is populated with pa_viewer, only users with both the itil and pa_viewer roles can see the dashboard.

Before you beginRole required: pa_admin, pa_power_user, admin, or be the dashboard owner. Other users who edit the dashboard can see this field but cannot modify it.Note: Restricting access to a dashboard to specific roles is not the same as sharing the dashboard with those roles. You must first share the dashboard before you can restrict access to specified roles. The best practice, however, is to share with users, groups, and roles only in the Sharing panel. Restrict to roles is not recommended.The Restrict to roles field is available only after responsive dashboards have been enabled. If responsive dashboards have been enabled and then disabled, the Restrict to roles field remains available but does not affect dashboard access.
About this taskWhen dashboards are migrated between releases, this field is automatically populated with the pa_viewer and pa_contributor roles. This provides extra security and ensures that only users who could access the dashboard before migration can access it after migration.Procedure

1. Navigate to the dashboard to restrict to specific roles.
2. Click the context menu () and select Dashboard properties.
3. In the Restrict to roles field, specify the additional roles required to access the dashboard.Users with any of the specified roles can access the dashboard only if it has been shared with them first from the sharing panel. For more information, see Share a responsive dashboard.

Result

Only users with the restricted role are able to view the dashboard. A message displays on the sharing panel to indicate which roles have access. Click the roles in this message to view the dashboard's properties.

Please Refer:

Share a responsive dashboard

Creating a global Dashboard??

Trying to share a homepage with another user

Let me know if it does't works.

[Blair5]

Hi Rajesh,

I did see this on the docs site - thank you for sharing it. I was thinking more specifically at a global level. How can admin make a dashboard global without having to share it. Is it even possible? Also, I was mistaken thinking that end users can create dashboards from global homepages.

[Alex Macdonel]

Did you get any response on this on/off the site?

I am looking at enabling dashboards and I feel the natural thing to do would be to migrate our homepages to dashboards and share them with the corresponding users but as I was sharing I saw that emails were being sent.... with 10 homepages that need migration I don't want to spam all my users with 10 invites...

[Carl Fransen1 · Accepted solution]

Hi @breinhart and @amacdonel,

We recently converted all our homepages to dashboards, but i haven't forced the users to move their profile from opening homepages to dashboard by default as yet, we are staging this and doing IT first.

Essentially you can convert all the pages as a admin and provide the required rights - then individual users can convert their own pages and share as needed.

The OOTB invite emails are rubbish and there is a community article which states these aren't the way ServiceNow normally configured these, Chuck Tomasi led this discussion, unfortunately I can't find the link to the article.  However there is a way to stop the notifications, which I used, when i converted all the homepages and then invited the required people.  I then produced some documentation which I shared with my customers as we move them to the new Dashboard functionality.

My new Business Rule is called 'Suppress dashboard invitation messages', it's run on the 'sys_email' table and the config of this is:

When: before insert

Order: 10

Filter conditions: Subject contains "dashboard has been shared with you"

Actions

Set field values: Type To "send-ignored"

This new BR stops all the emails from being processed and they end up in the 'skipped' mail module.

I also found i had to provide the HR TEam (who don't have the 'itil' role) with 'pa_viewer' to be able to see the dashboards.

Hope this is helpful.