How to identify the minimum required role to view a shared dashboard

[JIANYUEL]

Current Situation

The dashboard owner has shared a dashboard with a developer group.

However, when members of the group open the dashboard, each widget (report) shows this message:

                “Dashboard report visible only to a specific user or group.”

This suggests that the reports inside the dashboard are restricted by visibility settings, possibly due to role-based access control (RBAC).

Problem

The owner account has many roles, so it’s difficult to determine which specific role (or combination of roles) actually grants access to the reports or data sources used in the dashboard.

Goal

I’d like to find out:

1. Which minimum role(s) are required for other users (in the developer group) to view all the reports in the dashboard.
2. How to assign only the necessary permissions to that group, without giving excessive roles.

[J Siva]

Hi @JIANYUEL 
I just wanted to understand something: the error message you mentioned seems to belong to the legacy dashboards and reports. However, the picture you shared appears to be from a platform analytics dashboard and visualization. Could you please confirm whether you are facing this issue in legacy reporting or in platform analytics?

Regards,
Siva

[JIANYUEL]

Both the previous version and the latest version have encountered this issue.

[jeffrubinoff]

Jianyuel,

Anyone with any role can view a dashboard that has been shared with them. The screenshot that you shared was taken by someone who could view the dashboard, otherwise they would not have been able to take the screenshot.

Also, the screenshot included all the widgets on that dashboard. There are no role restrictions on seeing dashboard widgets.
What the person who took the screenshot could not see was the data in the widgets. Data on the ServiceNow platform is protected by what you call RBAC but what we call Access Control List (ACL) rules . 
ACL restrictions are not overridden by sharing a dashboard with that data. Do you see why it would be a bad idea to allow anyone in your company to see any data at all provided someone shared a dashboard with them that contained that data?
There is therefore no universal "minimum role" to let developers see data, short of admin. You have to find out what the data is on this dashboard and what the ACL rules are for that data, and then see if there is a role that provides read access.

[Bhimashankar H]

Hi @JIANYUEL ,

The issue because dashboard sharing and report sharing are separate in ServiceNow — even if a dashboard is shared, individual reports inside it may still have restricted visibility.

Check which user's are facing this issue and check the role to which those dashboard and reports are shared.

Minimum Role:

This will your business decision to which user those reports/dashboard to share, to which user group or position of user or level. For all required users these should be share by keeping them in one group for easy maintains.  Keep in mind that Users must have access to the underlying table or view the report pulls from

Thanks,
Bhimashankar H

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