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
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 100.
To create a dashboard restriction
- 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 7 days.
- Click the arrow next to the Share button and select Manage data
- Click Create restriction.
- 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. The available options depend on which datasets your dashboard uses. For details, see Available datasets and attributes.
- Filter: Select the attribute that you want to restrict data for. For details, see Available datasets and attributes.
- Values: For the filter you selected above, select which values
should 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.
- If needed, click Add filter and select an additional set of
Dataset, Filter, and Values. You can add as many
filters as you need 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.
- 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
- 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
- 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.
- Click Share. The Invite people window appears.
- In the Add team members or groups field, select the users you want to share the dashboard with. Search for specific users by typing.
- 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.
- (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.
- 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
- Open a dashboard that was created using the beta dashboard builder.
- If you have access, select the dropdown next to the dashboard’s name to switch
between different dashboard restrictions.
Available datasets and attributes
The table below lists which datasets and corresponding attributes are available when creating a dashboard restriction.
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