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

JIANYUEL · ‎10-17-2025

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:

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

Bhimashankar H · ‎10-17-2025

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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View solution in original post

jeffrubinoff · ‎10-17-2025

This is not true in Platform Analytics. However, this may indeed be the problem if it's a Core UI dashboard in a Platform Analytics container.