How to Share ServiceNow Dashboard through email

[akankshar00]

Hello, ServiceNow community!

I am working on a dashboard in ServiceNow that contains multiple reports, and I need to share it with users who are not part of our ServiceNow instance. Since we have limited ITIL roles available, I cannot assign the ITIL role to these external users.

I’m looking for suggestions on the best way to share the dashboard with them:

1. Is it possible to share a ServiceNow dashboard (containing multiple reports) through email directly to users who do not have access to the ServiceNow instance?
2. Alternatively, is there a way to add these users without assigning any roles so they can access the dashboard and its reports?

I would appreciate any insights or recommendations from those who have faced a similar situation.

Thank you in advance for your help!

[AndersBGS]

Hi @akankshar00 ,

1. No, it's not possible.
2. No, they need business_stakeholder role at least to see the different reports. 

[Viraj Hudlikar]

Hello @akankshar00 

The reply given by @AndersBGS  is correct.

Reason behind this is every report is connected to tables and those tables will have read level ACL which will have some role associated with it. Since your external user who are not having any role even if you share dashboard, they won't be able to see reports under it.
Other way around can be you can export the report and share over email. This won't provide the full interactive dashboard experience, but it will allow them to see the data.
OR
Set up scheduled email reports that send the dashboard data at regular intervals. This can be configured in the reporting module where you can schedule reports to be sent to specific email addresses

If my response has helped you hit helpful button and if your concern is solved do mark my response as correct.

Thanks & Regards
Viraj Hudlikar.