Share Dashboards: Roles, Permissions, and Access

The dashboard itself and all the processes behind it must be tailored to its users to deliver its full value. There are usually three ways to share it: a screenshot in a presentation, a PDF by email, or a link for interactive use.

Static outputs, for example for presentations or social media content, certainly have their place. However, executives or clients who base decisions on the data should receive interactive access.

Permissions play a crucial role: provide access to those who need the figures and deny it to everyone else.

With the right solution, this can be managed easily and selectively, but it should be planned according to the use case.

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This article explains the three ways to share a dashboard, a role model that works in day-to-day practice, and how to set up external access for clients and partners.

It also provides a five-step approval process, the fundamental data privacy rules for sharing, and common mistakes together with their solutions.

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Static vs. interactive dashboards

A static report is already out of date by the time it is viewed. Interactive access shows current data and allows viewers to apply filters when needed, so they can explore the analysis in greater depth on their own.

The use case is decisive when choosing the right option and must be assessed individually.

People whose success at work is directly connected to the data should generally receive interactive access. This allows them to base decisions on current information and explore the details when necessary.

Static reports are especially relevant for less closely involved stakeholders, as well as for one-off presentations or archived records of successful outcomes.

The sharing formats to use in each situation should already be planned in the strategy phase of the business intelligence introduction, based on the relevant use cases. For more detailed information about strategy, see Business Intelligence Strategy.

The three ways to share a dashboard

In practice, there are three distribution methods with clearly different characteristics. The table compares them. The right choice depends on the recipient and the use case.

Exports remain useful as snapshots, for example for meeting minutes. For recurring reports, live access should be the standard, both internally and externally.

Roles and permissions: who can do what

Most BI solutions use a simple role model that answers three questions: Who can view, who can edit, and who can manage?

• View: See and filter figures. The right choice for the great majority of recipients, from executives to team members.

• Edit: Build and change dashboards. This should be limited to selected people in each department so that reports and metrics remain consistent.

• Manage: Connect sources, assign permissions, and manage users. This should be handled by one or a small number of people with clear responsibility.

Permissions should follow the principle of least privilege: grant only as much access as the task requires.

Permissions should be linked to predefined roles and departments. New team members then inherit the appropriate profile. This creates clear responsibilities and permissions instead of requiring them to be reconsidered every time.

External access: involving clients and partners

Organizations that continuously provide figures to clients, partners, or an advisory board can replace recurring reporting processes with external access: instead of receiving monthly files, external users see the appropriate dashboard live.

Three rules make external access sustainable:

• Strict separation for each recipient: Every client receives a dedicated area with their own data. No one can see another client's figures. This is especially important for agencies with many client accounts. Learn more in BI for Agencies.

• Curated view: External users see a prepared dashboard containing the metrics relevant to their objective.

• Defined duration: External access ends with the use case. Whoever creates the access also defines when it will be closed and by whom.

The approval process in five steps

These five steps ensure that access control is based on strategy and processes instead of isolated decisions:

1. Create documentation.

   Record responsibilities and processes in writing. Who is the point of contact for the overall process? Who may grant permissions? Which dashboards and reports are distributed in which format?

2. Inventory recipients.

   Who needs which figures and at what frequency, both internally and externally?

3. Define the role model.

   Define the profiles (view, edit, manage) and assign them to departments.

4. Configure access.

   Grant access according to the model.

5. Review regularly.

   Review on a recurring basis, for example once per quarter: Who has access, and who still needs it?

Data privacy and due care when sharing

The most important point is to minimize access rights. Grant the people involved only the permissions and access they need. Assign clear responsibilities and have the setup reviewed at regular intervals to ensure that it remains current.

Create different views with different levels of information when necessary. Analyses of personal data, for example, may be relevant to a manager but should not be visible to every team member.

Often, an aggregated view for everyone and a detailed view for a small group are sufficient. Anyone sharing data externally should first verify that the contractual basis permits it. If in doubt, add a review by the appropriate responsible person.

Common mistakes and solutions

Avoid these common application mistakes:

• One link for everyone: An open sharing link is convenient and uncontrollable. Solution: use access tied to individual users and reserve open links for non-sensitive content.

• Exports as a permanent solution: Anyone who sends PDFs every week permanently gives up the advantages that BI solutions provide. Solution: make live access the standard and use exports only as an exception for snapshots.

• Arbitrary permissions: Individual permissions accumulate over months. Solution: define clear responsibilities, document them, link permissions to roles, and review them regularly.

• Forgotten offboarding: Access remains active after employment or contracts end. Solution: use an offboarding checklist.

Frequently asked questions about sharing dashboards

How do I share a dashboard with executive management?

Provide dedicated live access with a viewer role to a curated view: a small number of metrics, a clear link to objectives, and comparison values. A short introductory session to explain how to read the dashboard significantly increases adoption.

For a more detailed guide to building these dashboards, see Build Effective Dashboards.

Can external users view a dashboard without buying their own license?

That depends on the BI solution. Some offer dedicated external access or guest roles, while others charge for every viewer as a user. Because this directly affects ongoing costs and client reporting, the question belongs in every selection process.

Conclusion

A dashboard must be created and shared with a clear purpose. In practice, this means clear responsibilities, live access instead of sending files, a three-level role model, strictly separated external access, and a quarterly review.

Start with the recipient inventory and the role model before granting the first permission.