Sharing Dashboards

Share dashboards with team members, stakeholders, and external users through flexible permission controls and access methods.

Overview

MongoDash provides multiple ways to share dashboards while maintaining security and control over your data.

Sharing with Team Members

Basic Sharing

Share within your workspace:

Permission Levels

Control what recipients can do:

• View Only - Read dashboard, cannot modify or edit
• Edit - Modify widgets, layout, and settings
• Admin - Full control including sharing and deletion

Group Sharing

Team

Share with entire groups:

1. Click Share → Groups
2. Select workspace group (e.g., "Engineering", "Executives")
3. Set group permission level
4. All group members get access automatically

New group members inherit dashboard access immediately.

Dashboard Visibility

Visibility Settings

Control dashboard discoverability:

• Private - Only you and explicitly shared users can access
• Team - All workspace members can view in dashboard list
• Workspace - Appears in shared dashboard directory
• Public - Anyone with link can access (Business plan)

Changing Visibility

Public Links

Business

Creating Public Links

Share with users outside your workspace:

Public Link Options

Customize public access:

• Password Protection - Require password to view
• Expiration Date - Link expires after specified date
• Allowed Domains - Restrict to specific email domains
• View Count - Track how many times link was accessed

Securing Public Links

Best practices for public sharing:

• Enable password protection for sensitive data
• Set expiration dates for temporary sharing
• Use domain restrictions for known audiences
• Monitor view counts for unusual activity
• Revoke links immediately if compromised

Embedding Dashboards

Business

Embed Code Generation

Get embed code for external sites:

Embed Authentication

Control who can view embedded dashboards:

• Public - No authentication required
• SSO - Requires single sign-on authentication
• API Key - Validates against workspace API key

See Embedding Dashboards for detailed implementation.

Permission Management

Viewing Current Access

See who has access:

1. Open dashboard
2. Click Share button
3. View Current Access list
4. Shows all users, groups, and permission levels

Revoking Access

Remove access from users:

Access is removed immediately.

Bulk Permission Changes

Team

Update multiple users at once:

1. Click Share → Manage Access
2. Select multiple users with checkboxes
3. Choose Change Permission from actions menu
4. Select new permission level
5. Click Apply Changes

Access Notifications

Share Notifications

Recipients are notified when dashboards are shared:

• Email notification with dashboard link
• In-app notification in MongoDash
• Optional Slack notification (if integrated)

Disabling Notifications

Share silently without notifications:

1. Open Share dialog
2. Uncheck Send notification option
3. Complete sharing
4. Recipients still get access but no notification

Collaboration Features

Comments on Dashboards

Team

Discuss dashboards with collaborators:

• Add comments to specific widgets
• @mention team members
• Resolve comment threads
• View comment history

Dashboard Subscriptions

Let users subscribe to dashboards:

1. Enable Allow Subscriptions in dashboard settings
2. Users click Subscribe button
3. Receive notifications on dashboard updates
4. Choose notification frequency (immediate, daily, weekly)

Sharing Audit Trail

Enterprise

Tracking Share Activity

Monitor dashboard access:

• View complete share history
• See when access was granted/revoked
• Track public link usage
• Export audit logs

Compliance Reporting

Generate sharing reports:

1. Navigate to Workspace Settings → Audit Logs
2. Filter by dashboard sharing events
3. Export to CSV for compliance records
4. Review access patterns

Advanced Sharing Scenarios

Time-Limited Access

Grant temporary access:

Perfect for contractors or temporary team members.

Conditional Access

Enterprise

Restrict access based on conditions:

• IP Whitelist - Only accessible from specific IP ranges
• Time-Based - Available only during business hours
• Geographic - Restrict by user location
• Device Type - Mobile-only or desktop-only access

Cross-Workspace Sharing

Enterprise

Share between different workspaces:

1. Enable Cross-Workspace Sharing in workspace settings
2. Share dashboard normally
3. Enter email of user in other workspace
4. They see dashboard in their workspace context

Data sources must be accessible to both workspaces.

Managing Shared Dashboards

Finding Shared Dashboards

Locate dashboards shared with you:

• Click Dashboards in sidebar
• Toggle Shared with Me filter
• Shows all dashboards you have access to
• Indicates share owner and permission level

Removing Yourself

Stop accessing a shared dashboard:

1. Open shared dashboard
2. Click Dashboard Menu → Remove Access
3. Confirm removal
4. Dashboard removed from your list

Owner can re-share if needed.

Sharing Best Practices

Security Guidelines

Protect sensitive data:

• Review dashboard data before sharing publicly
• Use password protection for confidential metrics
• Set expiration dates on temporary shares
• Regularly audit who has access
• Revoke access for departed team members

Organization Tips

Keep sharing organized:

• Use groups instead of individual shares
• Document why dashboards are shared
• Create standard permission templates
• Maintain consistent visibility policies
• Review access quarterly

Performance Considerations

Sharing at scale:

• Limit edit access to prevent conflicting changes
• Use read-only links for large audiences
• Monitor query load from shared dashboards
• Consider dashboard snapshots for heavy sharing

Troubleshooting

Users Cannot Access Shared Dashboard

Common solutions:

1. Verify user is in correct workspace
2. Check user workspace permissions
3. Ensure dashboard visibility allows access
4. Confirm share invitation was accepted
5. Check for expired access dates

Public Link Not Working

If public links fail:

• Verify public access is enabled
• Check password if protection enabled
• Confirm link hasn't expired
• Test from incognito/private browser window
• Verify allowed domains if restricted

What's Next?

• Embedding Dashboards
• User Permissions
• Audit Logs