Sharing Dashboards
Share dashboards with team members and external users
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
Start with View Only access and grant edit permissions only when needed. This prevents accidental changes.
Group Sharing
TeamShare with entire groups:
- Click Share → Groups
- Select workspace group (e.g., "Engineering", "Executives")
- Set group permission level
- 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
Changing to Team or Workspace visibility makes the dashboard discoverable by all workspace members, even without explicit sharing.
Public Links
BusinessCreating 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
Public links expose your dashboard data to anyone with the URL. Always review data sensitivity before enabling public access.
Embedding Dashboards
BusinessEmbed 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:
- Open dashboard
- Click Share button
- View Current Access list
- Shows all users, groups, and permission levels
Revoking Access
Remove access from users:
Access is removed immediately.
Bulk Permission Changes
TeamUpdate multiple users at once:
- Click Share → Manage Access
- Select multiple users with checkboxes
- Choose Change Permission from actions menu
- Select new permission level
- 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:
- Open Share dialog
- Uncheck Send notification option
- Complete sharing
- Recipients still get access but no notification
Collaboration Features
Comments on Dashboards
TeamDiscuss dashboards with collaborators:
- Add comments to specific widgets
- @mention team members
- Resolve comment threads
- View comment history
Dashboard Subscriptions
Let users subscribe to dashboards:
- Enable Allow Subscriptions in dashboard settings
- Users click Subscribe button
- Receive notifications on dashboard updates
- Choose notification frequency (immediate, daily, weekly)
Use subscriptions for executive dashboards. Stakeholders get notified of important metric changes automatically.
Sharing Audit Trail
EnterpriseTracking 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:
- Navigate to Workspace Settings → Audit Logs
- Filter by dashboard sharing events
- Export to CSV for compliance records
- Review access patterns
Advanced Sharing Scenarios
Time-Limited Access
Grant temporary access:
Perfect for contractors or temporary team members.
Conditional Access
EnterpriseRestrict 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
EnterpriseShare between different workspaces:
- Enable Cross-Workspace Sharing in workspace settings
- Share dashboard normally
- Enter email of user in other workspace
- 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:
- Open shared dashboard
- Click Dashboard Menu → Remove Access
- Confirm removal
- 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
Create a "Dashboard Directory" with team visibility for commonly-used dashboards. Makes discovery easier for new team members.
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:
- Verify user is in correct workspace
- Check user workspace permissions
- Ensure dashboard visibility allows access
- Confirm share invitation was accepted
- 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
Browser ad blockers may prevent embedded dashboards from loading. Users may need to whitelist your domain.