Publish Reports / Dashboards (Can View)

[SomnathB]

I have prepared 5 dashboards in ServiceNow that need to be shared with several users (can view). Now, instead of sharing every report to all users, the reports were published first and then added to the respective dashboards. Finally, the users were added to those Dashboards. I feel they can view and is this practice correct or any other ways, please could you advise?
Thank you!

[HrishabhKumar · Accepted solution]

Hi @SomnathB .

There are lot's of documentation regarding this, I'm sharing the insights from one of them, which I found to be most helpful, take a look:

Your approach to sharing dashboards in ServiceNow is generally correct and follows a standard practice. Here’s a step-by-step breakdown to ensure it’s done correctly and to provide some additional tips:

Steps Taken

1. Create and Publish Reports: You created and published the necessary reports.
2. Add Reports to Dashboards: You then added these published reports to the respective dashboards.
3. Share Dashboards with Users: Finally, you shared the dashboards with the users by adding them as viewers.

Best Practices

1. Use Roles and Groups: Instead of adding individual users to the dashboards, consider creating roles or groups. Assign the users to these roles or groups and share the dashboards with the roles/groups. This way, it’s easier to manage permissions if you need to add or remove users in the future.

2. Permissions and Access Control: Ensure that the users have the necessary permissions to view the reports and dashboards. This includes read permissions on the underlying data if the reports pull from restricted tables.

3. Dashboard Ownership: Make sure that the dashboard ownership and permissions are set correctly. The owner of the dashboard has control over sharing and permissions, so it should ideally be owned by someone who can manage these aspects.

4. Testing: After sharing the dashboards, log in as one of the users or use a test user account to ensure that the dashboards are accessible and appear as expected. This helps to verify that there are no permission issues.

5. Documentation and Communication: Document the process of sharing dashboards and communicate to the users how they can access and use these dashboards. This reduces confusion and ensures everyone is on the same page.

Servicenow Documentation : https://docs.servicenow.com/bundle/washingtondc-now-intelligence/page/use/reporting/task/t_ShareASet...

Thanks.

Hope it helps.

If my response turns helpful please mark it helpful and accept solution.

[HrishabhKumar · Accepted solution]

Hi @SomnathB .

There are lot's of documentation regarding this, I'm sharing the insights from one of them, which I found to be most helpful, take a look:

Your approach to sharing dashboards in ServiceNow is generally correct and follows a standard practice. Here’s a step-by-step breakdown to ensure it’s done correctly and to provide some additional tips:

Steps Taken

1. Create and Publish Reports: You created and published the necessary reports.
2. Add Reports to Dashboards: You then added these published reports to the respective dashboards.
3. Share Dashboards with Users: Finally, you shared the dashboards with the users by adding them as viewers.

Best Practices

1. Use Roles and Groups: Instead of adding individual users to the dashboards, consider creating roles or groups. Assign the users to these roles or groups and share the dashboards with the roles/groups. This way, it’s easier to manage permissions if you need to add or remove users in the future.

2. Permissions and Access Control: Ensure that the users have the necessary permissions to view the reports and dashboards. This includes read permissions on the underlying data if the reports pull from restricted tables.

3. Dashboard Ownership: Make sure that the dashboard ownership and permissions are set correctly. The owner of the dashboard has control over sharing and permissions, so it should ideally be owned by someone who can manage these aspects.

4. Testing: After sharing the dashboards, log in as one of the users or use a test user account to ensure that the dashboards are accessible and appear as expected. This helps to verify that there are no permission issues.

5. Documentation and Communication: Document the process of sharing dashboards and communicate to the users how they can access and use these dashboards. This reduces confusion and ensures everyone is on the same page.

Servicenow Documentation : https://docs.servicenow.com/bundle/washingtondc-now-intelligence/page/use/reporting/task/t_ShareASet...

Thanks.

Hope it helps.

If my response turns helpful please mark it helpful and accept solution.

[Dr Atul G- LNG · Accepted solution]

Hi @SomnathB 

It is the only way, to see data on report ,  user must have access to that tabel.