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When you create a dashboard, you might want certain users to see some of the data without being able to see all of it. While you could create a separate filtered dashboard for each user, it’s much easier to accomplish this goal with dashboard restrictions.

For example, you can create a single dashboard to monitor agent productivity, and then use dashboard restrictions to ensure that each agent can see only their own metrics when they open the dashboard.

This article contains the following topics:

  • Creating a dashboard restriction
  • Sharing a restricted dashboard with users
  • Viewing a dashboard with a restriction
  • List of dynamic attributes

Creating a dashboard restriction

The first step in determining what a dashboard viewer can see is creating a dashboard restriction. A dashboard restriction is a set of rules that determines what data—broken down by dataset, attribute, and attribute value—a user is allowed to view.

Customers on Professional plans can create a maximum of 10 dashboard restrictions. Customers on Enterprise plans can create a maximum of 500.

Tip: You can create a dashboard restriction from the dashboard sharing window too. See Sharing a restricted dashboard with users.

To create a dashboard restriction

  1. Open an existing dashboard for editing (it must have been created using the beta dashboard builder), or create a new dashboard using the beta dashboard builder.
    Tip: You can use the Support agent productivity template to quickly create a dashboard that’s designed to show a full picture of agent productivity over the last seven days.
  2. Click the arrow next to the Share button and select Manage data restrictions.

  3. Click Create restriction.

  4. In the window that appears, fill out the following fields:
    • Name: Give your dashboard restriction a descriptive name.
    • Dataset: Select the dataset that you want to restrict data for.
    • Filter: Select the attribute that you want to restrict data for. For details, see List of dynamic attributes.
    • Values: For the filter you selected above, select up to 20 values that will be visible to the dashboard viewer. Search for specific values by typing. For example, if you want the dashboard to show only tickets assigned to a specific agent, you could select a Filter of Assignee name, and a Value of the agent’s name.

      The Based on viewer option dynamically restricts a dashboard’s data based on the signed-in user. For example, if you select the Assignee name filter and the Based on viewer value, the dashboard will show only tickets where the signed-in user is the assignee.

      Note: Dashboard restrictions that use the Based on viewer setting can’t be shared externally.
  5. If needed, click Add filter and select an additional set of Dataset, Filter, and Values. You can add up to five filters to restrict the dashboard to your desired level.

    You can remove a filter at any time by clicking Remove filter underneath the corresponding Dataset/Filter/Values set.

  6. When you’re done, click Create dashboard restriction. The Dashboard restrictions window appears, showing you the restriction you just created along with any other restrictions that exist for this dashboard.

  7. Click Done.

Creating a dashboard restriction is the first step in controlling what dashboard viewers can see, but you need to share that dashboard restriction with the applicable users for it to have any effect.

Sharing a restricted dashboard with users

After you’ve created at least one dashboard restriction, you need to share it with users. Sharing a dashboard restriction with a user invites them to view the restricted version of the dashboard, meaning they’ll be able to see only the data that you defined in the dashboard restriction you created above.

To share a restricted dashboard with users

  1. Open an existing dashboard for editing (it must have been created using the beta dashboard builder), or create a new dashboard using the beta dashboard builder.
  2. Click Share. The Invite people window appears.
  3. In the Add team members or groups field, select the users you want to share the dashboard with. Search for specific users by typing.
  4. In the Access field, select the dashboard restriction that defines which data the selected users should be able to see. If you don’t want to apply any dashboard restriction for the selected users, choose All data. The People with access pane shows you which users can already see the dashboard.

    Tip: If none of the existing dashboard restrictions meet your needs, you can create a new one from this dropdown by clicking Create dashboard restriction.
  5. (Optional) Clear the Send email notification checkbox if you don’t want to send an email notification to the invited users to view the dashboard. If you don’t send an email, users can still find the dashboard in the report library or by going to the dashboard’s URL.
  6. Click Invite people.

Viewing a dashboard with a restriction

When a user opens a dashboard that was created with the beta dashboard builder, they can see the name of the dashboard and the currently applied dashboard restriction at the top.

Users with access to multiple dashboard restrictions (like admins) can switch between the different restrictions, changing the data shown in the dashboard. Users with access to only a single restriction cannot change the selection.

To view a dashboard with a restriction

  1. Open a dashboard that was created using the beta dashboard builder.
  2. If you have access, select the dropdown next to the dashboard’s name to switch between different dashboard restrictions.

List of dynamic attributes

You can create a dashboard restriction with any historical dataset or attribute. However, the attributes listed in the table below are the only ones that dynamically change the dashboard’s data based on the viewer.

You cannot create dashboard restrictions for live data.

Dataset Corresponding attributes
Support - Tickets
  • Ticket group
  • Ticket brand
  • Assignee name
  • Assignee ID
  • Assignee email
  • Assignee locale
  • Requester name
  • Requester ID
  • Requester email
  • Requester locale
  • Submitter name
  • Submitter ID
  • Submitter email
  • Submitter locale
  • Ticket orgnaization name
  • Requester organization name
  • Ticket orgnaization name - Unsorted
  • Requester organization name - Unsorted
Support - Updates history
  • Update ticket group
  • Update ticket assignee
  • Update ticket assignee ID
  • Update ticket brand
  • Previous ticket group
  • Previous ticket brand
  • Previous ticket assignee
  • Previous ticket assignee ID
  • Ticket group
  • Ticket brand
  • Assignee name
  • Assignee ID
  • Assignee email
  • Assignee locale
  • Requester name
  • Requester ID
  • Requester email
  • Requester locale
  • Submitter name
  • Submitter ID
  • Submitter email
  • Submitter locale
  • Updater name
  • Updater agent name
  • Updater ID
  • Updater email
  • Updater locale
  • Ticket orgnaization name
  • Requester organization name
  • Updater organization name
  • Ticket orgnaization name - Unsorted
  • Requester organization name - Unsorted
  • Updater organization name - Unsorted
Support - SLAs
  • Ticket group
  • Ticket brand
  • Assignee name
  • Assignee ID
  • Assignee email
  • Assignee locale
  • Requester name
  • Requester ID
  • Requester email
  • Requester locale
  • Submitter name
  • Submitter ID
  • Submitter email
  • Submitter locale
  • Ticket orgnaization name
  • Requester organization name
  • Ticket orgnaization name - Unsorted
  • Requester organization name - Unsorted
Support - Backlog history
  • Group name
  • Assignee name
  • Brand
Voice - Calls
  • Ticket group
  • Ticket brand
  • Ticket assignee
  • Ticket requester
  • Ticket orgnaization
  • Call group
  • Call agent name
  • Call agent ID
  • Call agent email
  • Call agent locale
  • Leg agent name
  • Leg agent ID
  • Leg agent email
  • Leg agent locale
  • End-user name
  • End-user ID
  • End-user email
  • End-user locale
  • Organization name
  • Ticket orgnaization - Unsorted
  • Organization name - Unsorted
Chat - Engagement
  • Ticket group
  • Ticket brand
  • Ticket assignee
  • Ticket requester
  • Ticket orgnaization
  • Agent name
  • Agent ID
  • Agent email
  • Agent locale
  • Ticket orgnaization name - Unsorted
Chat - Messaging tickets
  • Ticket group
  • Ticket brand
  • Assignee name
  • Assignee ID
  • Assignee email
  • Requester name
  • Requester ID
  • Requester email
  • Ticket orgnaization name
  • Ticket orgnaization name - Unsorted
Chat - Chat concurrency
  • Agent name
  • Agent ID
  • Agent email
  • Agent locale
Chat - Messaging goal conversions
  • Ticket group
  • Ticket brand
  • Ticket organization
  • Assignee name
  • Assignee ID
  • Assignee email
  • Requester name
  • Requester ID
  • Requester email
  • Ticket organization - Unsorted
Knowledge - Quick answers
  • Search brand name
  • User name
  • User ID
  • User email
AI - Copilot suggestions
  • Ticket group
  • Ticket brand
  • Ticket assignee
  • Ticket requester
  • Ticket orgnaization
  • Agent name
  • Agent ID
  • Agent email
  • Agent locale
  • Ticket organization - Unsorted
AI - Copilot auto assist
  • Ticket group
  • Ticket brand
  • Ticket assignee
  • Ticket requester
  • Ticket orgnaization
  • Agent name
  • Agent ID
  • Agent email
  • Agent locale
  • Ticket organization - Unsorted
AI - Intelligent triage
  • Ticket group
  • Ticket brand
  • Ticket assignee
  • Ticket requester
  • Ticket orgnaization
  • Ticket organization - Unsorted
AI - Generative AI tools
  • Ticket group
  • Ticket brand
  • Ticket assignee
  • Ticket requester
  • Ticket orgnaization
  • Agent name
  • Agent ID
  • Agent email
  • Agent locale
  • Ticket organization - Unsorted
Omnichannel - Engagements
  • Group name
  • Agent name
  • Agent ID
  • Agent email
  • Agent locale
Omnichannel - Custom queues
  • Group name
Omnichannel - Agent state daily
  • Group name
  • Agent name
  • Agent ID
  • Agent email
  • Agent locale
Omnichannel - Agent state
  • Group name
  • Agent name
  • Agent ID
  • Agent email
  • Agent locale
Omnichannel - Agent productivity
  • Group name
  • Agent name
  • Agent ID
  • Agent email
  • Agent locale
AI agents - Flow builder
  • Brand
AI agents - Article recommendations (legacy)
  • Answer brand
  • Ticket group
  • Ticket brand
  • Ticket assignee
  • Ticket requester
  • Ticket orgnaization
  • User name
  • User ID
  • User email
  • User locale
  • Ticket organization - Unsorted
AI agents - Essential
  • Conversation brand
Knowledge - Page efficiency
  • Page brand
  • Page author name
  • Page author ID
  • Article author name
  • Article author ID
Knowledge - User session
  • Session brand
  • Visitor name
  • Visitor ID
  • Visitor email
Knowledge - Community
  • Brand name
  • Author name
  • Author ID
Knowledge - Search
  • Search brand name
Knowledge - Team publishing
  • Event article brand
  • Agent name
  • Agent ID
  • Agent email
  • Agent locale
Knowledge - Knowledge capture
  • Knowledge Capture brand
  • Ticket group
  • Ticket brand
  • Ticket assignee
  • Ticket requester
  • Ticket orgnaization
  • Agent name
  • Agent ID
  • Agent email
  • Agent locale
  • User name
  • User ID
  • User email
  • User locale
  • Ticket organization - Unsorted
Knowledge - Knowledge base
  • Author name
  • Engagement brand
  • Article brand
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