Share a dashboard

You can share dashboards and dashboard data with other members of your workspace, as well as external users.

Share a dashboard internally

You can share a dashboard with specific teams or all members of your workspace, or copy a link to the dashboard and share the link with any member of your workspace.

To view dashboards shared with you, click the More button in the toolbar and select Manage dashboards. When you open a dashboard that has been shared with you, Shared is displayed in the dashboard tab.

Version 24.3 and later: You can also allow other users to edit a dashboard, if you are the owner or an editor of the dashboard.

To share a dashboard:

Version Procedure
Version 24.3 and later:
  1. Open the dashboard that you want to share.
  2. In the toolbar, click the Sharing options button and select Share dashboard.
  3. Select the teams that you want to allow to view the dashboard, or share with all workspace users.

  4. Select users or teams that you want to allow to edit the dashboard.

    To share a favorite for editing, you must have the Share favorite for edit by author permission enabled. The admin can share dashboards belonging to any user, if the admin has the Share any favorite for edit permission enabled. For details, see Roles and permissions.

Version 24.1 and earlier:

  1. In the Dashboard module, click the Sharing options button and select Manage dashboards.
  2. Find the dashboard that you want to share in the list, and click the Share button .
  3. Select the teams with which you want to share the dashboard, or share with all workspace users.

Note: If you have shared a dashboard, and you specify the scope of a widget as All my workspaces, you cannot save the dashboard. This is because the widget uses values that are unique to your user account. Similarly, if you have a dashboard with All my workspaces specified in a widget’s scope, you receive a warning if you try to share the dashboard.

To change the scope of a widget, see Configure widget settings.

To copy a direct link to a dashboard:

  1. Open the dashboard that you want to share.

  2. In the toolbar, click the Sharing options button and select Copy link.

    A link to the dashboard is copied to your clipboard. This link is only accessible to other users of the workspace. To create a public dashboard link, see Share a dashboard externally.

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Share a dashboard externally

Create a public link to a dashboard that you can share externally. External users can access the dashboard without logging in to ALM Octane.

ALM Octane Editions: Sharing dashboards externally is available for Enterprise edition only.

Overview

The public link displays live data with a 15-minute delay. You can hover over widgets to view more details.

Public links enable you to do the following:

  • Share a dashboard that you created with external stakeholders.
  • Embed the dashboard in presentations or online documents, such as SharePoint or Confluence.

The same data access permissions that apply to the user that created the public link also apply to the data displayed through the link.

Prerequisites

  • To enable sharing dashboards externally, your admin needs to set several configurations. For details, see Enable public favorites.
  • You must save a dashboard before you can share it.

To create a public link to a dashboard:

Version Procedure
Version 24.3 and later:

  1. Open the dashboard that you want to share.

  2. In the toolbar, click the Sharing options button and select Create public link.

  3. In the dialog box, set an expiration date for the public link. After the expiration date, external users cannot access the dashboard using the link.

    Tip: Leave the date empty to allow the public link to work perpetually. You can set or change the expiration date later.

  4. In the same dialog box, click Create public link. The public link is created and copied to your clipboard.

    To copy the same public link again later, click the Sharing options button and select Copy public link.

  5. To delete the public link, click the More button next to Copy public link and select Delete public link.

    After a public link is deleted, external users cannot access the dashboard via the link. To share the dashboard externally again, create a new public link. The new public link is different from the previous public link.

Version 24.1 and earlier:

  1. In the Dashboard module, click the Sharing options button and select Manage dashboards.

  2. Find the dashboard that you want to share in the list, and click the Public link button.

  3. In the dialog box, set an expiration date for the public link. After the expiration date, external users cannot access the dashboard using the link.

    Tip: Leave the date empty to allow the public link to work perpetually. You can set or change the expiration date later.

  4. In the same dialog box, click Create public link. The public link is created and copied to your clipboard.

    To copy the same public link again later, in the Manage dashboards dialog box, click the dashboard's activated Public link button and select Copy public link.

  5. To delete the public link, in the Manage dashboards dialog box, click the dashboard's activated Public link button and select Revoke.

    After a public link is deleted, external users cannot access the dashboard via the link. To share the dashboard externally again, create a new public link. The new public link is different from the previous public link.

Embed a public dashboard

After you have created a public link to a dashboard, you can embed the dashboard in online pages, such as SharePoint or Confluence.

For example, to embed a dashboard in a SharePoint page:

  1. In your SharePoint page, click Embed Code.

  2. Enter the following code:

    Copy code 
    <<iframe src="<MyPublicLink>" width="1200px" height="700px">
    </iframe>>

The size of the generated page is determined by the size of the browser in which the public link is opened.
You can also determine the dimensions explicitly using the width and height parameters.

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Import and export a dashboard configuration

You can export a dashboard configuration for use in other workspaces or as a backup. The dashboard configuration is saved as a .json file. You can then import the file into another workspace.

To export a dashboard configuration:

  1. Open the dashboard that you want to export.

  2. In the toolbar, click the More button and select Export dashboard configuration (Version 24.1 and earlier: Export dashboard).

    A .json file is downloaded with the dashboard's name and a timestamp.

To import a dashboard configuration:

  1. In the dashboard toolbar, click the More button and select Import dashboard configuration (Version 24.1 and earlier: Import dashboard).

  2. Select the dashboard's .json file and click Open.

    The currently active dashboard tab closes, and the imported one becomes the active dashboard tab. If you import a dashboard into a tab containing a dashboard with unsaved changes, you are prompted to save or discard the changes before the imported dashboard opens.

  3. In the new tab, enter a name for the imported dashboard.

Adapting widgets to the target workspace

Available in versions: 24.3 and later

Widgets in an imported dashboard are adapted to the target workspace, as follows:

  • If the shared space and workspace of the source and target are the same, the dashboard's widgets are imported as-is.

  • If the dashboard is imported to a different workspace in the same shared space, the widgets are adapted as follows:

    • For each widget in the source that has only one selected workspace that matches the source, the imported widget is reconfigured to use the target workspace.

    • If a widget in the source has at least one workspace that differs from the target workspace or if it has multiple selected workspaces, the imported widgets are added as-is. In these cases, you may need to reconfigure the widgets to make them compatible with the target workspace.

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Export an HTML dashboard snapshot

Download a snapshot of a dashboard display as an independent .html file. This gives you a static version of the dashboard that reflects the data at the time you downloaded it. You can share the snapshot, use it as a baseline for comparisons, or keep it for audit purposes.

Version 24.3 and later: You can also send a dashboard snapshot by email directly from the dashboard.

You can open the .html snapshot file in any browser without signing in to ALM Octane.

Note: In grid widgets, you can scroll through fewer items than in the live dashboard. Click an item ID to open the item in ALM Octane. You need to log in to open the item.

To download a dashboard snapshot:

  1. Open the dashboard that you want to export.

  2. In the toolbar, click the More button and select Download HTML snapshot.

  3. In the Export as HTML dialog box, enter the dashboard description.

    The description is optional. It can include text and an image.

    Tip:  

    • By default, the .html file includes the dashboard name and a timestamp. To exclude these, clear the Show dashboard name as title or Show export date and time checkboxes.
    • After you export the dashboard, save the changes to the dashboard to keep the current description for future exports to HTML.

  4. Click Export.

To email a snapshot from the dashboard:

Available in versions: 24.3 and later

  1. Prerequisite: The admin must set the parameter ATTACHMENTS_FILE_EXTENSION_WHITE_LIST to include the html file extension. For details, see Configuration parameters.

  2. Open the dashboard that you want to share.

  3. In the toolbar, click the Sharing options button and select Send Dashboard via Email.

  4. In the Send Email dialog box, select the workspace users to whom you want to email the dashboard.

    Note: You cannot email the dashboard to an external email address.

  5. Set the other fields in the dialog box as needed, and click Send.

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Export widget data and graphs

Export summary widget data to an .xlsx file, and a graph image to a .png file. The export options are available only for summary widgets.

To export the widget data and graph as a spreadsheet or image:

  1. On the widget, click the vertical ellipsis .

  2. Select one of the following:

    Export type Description
    Export to Excel

    The widget data is downloaded to your computer as an .xlsx file. The file contains two sheets:

    • Data: Lists the details of all the widget items, similar to a grid view.

    • Summary: Displays the data as it is presented in the widget, using the x-axis, y-axis, and grouping values. The Summary sheet also contains a widget graph based on the data in the sheet. For tabular widgets, the Summary sheet contains only the tabular data.
    Export Image

    The widget graph is downloaded to your computer as a .png file.

    Note: The Export Image option is only available for summary widgets with graphs.

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See also: