Dashboards provide an at-a-glance understanding of key metrics. Each dashboard contains one or more dashboard components and each component displays metrics from a report. The dashboards you see are those that you have created or that another user has created and shared with you.
How to View Dashboards
To view a dashboard, click on the dashboard name from the Dashboards tab or click Save & Run from the editing page. If the dashboard has run-time input filters, Vault prompts you to enter field values for the filters before displaying the dashboard. Once the dashboard is open, you can modify your field value entries by clicking the Edit icon () in the Filters area. Hover over a filter to view a pop-up box with a list of charts the filter is associated with.
How to Share Dashboards
To share a dashboard with other users:
- From the dashboard’s Actions menu, click Sharing Settings.
- On the Sharing Settings page, click Add.
- In the Add Manual Assignment dialog, select the desired role and the user or groups to add to it.
- Click Save. Assigned users or groups can then immediately access the dashboard.
To remove a user or group from a role, click Remove from the Actions menu for that user or group in the Access via Manual Assignment section. Read-only users will never appear in the Users and Groups drop-down.
Sharing Roles
When sharing a dashboard, you can assign users to Editor, Viewer, or Owner roles. You must have an Editor or Owner role to assign users to roles for a given Dashboard record:
- Viewer: Viewers have read-only access to reports. They can only run and view the report, or make a copy of it. If the report has run-time input filters, viewers can enter filter criteria. To make changes to a report, viewers can copy it and make their edits in the duplicate version.
- Editor: Editors can modify, share, and delete a report. They have the same rights as the user who created the report.
- Owner: Owners have the permissions of editors and viewers. Only Owners can assign users or roles to the Owners role, or edit the schedule of flash reports.
Sharing Settings for Related Reports
When you share a dashboard, the users you share with automatically receive the Viewer permission on most related reports. Flash Reports are an exception. Vault only applies the corresponding permission on a flash report if you are the Owner on the flash report. Otherwise, you must share the related flash reports individually.
Users with the Owner or Editor role on a dashboard record can add other users or groups to an Editor or Viewer role. Owners can also assign other users or groups to an Owner role. Users can assign roles to share a dashboard from the dashboard’s Sharing Settings page. Viewers of the dashboards can view sharing settings but cannot add or remove users.
How to Search for Dashboards
You can use the Search field at the top of the Dashboards page to find a dashboard. Similar to other list pages, you can search by any field.
How to Filter the Dashboard View
Use the Filters options to refine the list of displayed dashboards. You can filter by criteria such as Tags, Created By, and Last Modified Date. Some columns, such as Tags, Created Date, and Last Modified Date, contain a filter icon that allows you to filter the page by a value in the column. You can also use the filters or search results to create custom views.
How to Add Tags to Dashboards
Tags can assist users in sorting and filtering the dashboard list on the Dashboards page. For example, you may add tags for certain users, such as Administrative, or certain applications, such as Site Monitoring.
To add a tag to a dashboard, double-click the cell in the dashboard’s row under the Tags column. Then, use the picklist to make your selection. You can add multiple tags to a dashboard.
You can add and manage dashboard tags by adding or editing values in the Tags picklist in the Business Admin menu. Both Reports and Dashboards use the same Report Tags picklist.
How to Use Legends
Legends can appear in bar or column charts. By clicking on a specific group in the legend, you can hide that group in the chart. Click again to make the group reappear.
How to View Source Reports
To view the source report for any dashboard component, click anywhere on the dashboard chart.
How to Download Charts as Images
Vault allows you to download specific dashboard components as image files. Note that this option is only available for bar, column and pie charts. To download:
- While viewing a dashboard, click the Full screen icon for the specific chart.
- Click Small Image or Large Image in the lower right corner of the pop-out box.
Note: The Small Image is 600px in width. The width of the Large Image is based on the size of your current browser window.
How to Share Dashboards
To share a dashboard with other users:
- From the Dashboards tab or from inside a specific dashboard, click on the Actions menu and choose Sharing Settings.
- Click Add.
- Select Editor, Viewer, or Owner from the Role drop-down. Editors can edit, copy, and share the dashboard. Viewers have view-only access.
- Select a user or group from Users and Groups.
- Click Save.
Sharing Settings for Related Reports
When you share a dashboard, the users you share with automatically receive the Viewer permission on most related reports. The exception to this is flash reports. Vault will only apply the corresponding permission on a flash report if you are the Owner on the flash report. Otherwise, you will need to share the related flash reports individually.
Users with the Owner or Editor role on a dashboard record can add other users or groups to an Editor or Viewer role. Owners can also assign other users or groups to an Owner role. Users can assign roles to share a dashboard from the dashboard’s Sharing Settings page. After 24R1, viewers of the dashboards can view sharing settings but cannot add or remove users.
About Record Count
In addition to metrics configured in a report, you can also use the Record Count metric for all reports. This metric allows you to create a dashboard component that shows the total number of records (documents, workflows, etc.) returned by the report or within a specific grouping in the report and makes it possible to use a report with no other numeric metrics in a dashboard component. You can also use the Distinct Count metric for reports with distinct counts enabled.
About Cached Dashboards
When you view a dashboard, Vault saves the data so that the dashboard loads more quickly when you return to it. Vault will automatically refresh the data every 12 hours. If you want to ensure that you are seeing the most accurate and recent data, click Refresh after opening the dashboard.
In addition, each dashbaord component contains a clock icon () that displays the last time the data was updated.
About Color Coding
By default, Vault automatically chooses colors to represent a grouping in a dashboard chart. Color coding is on a chart-by-chart basis, so one chart in a dashboard may show the product Cholecap in yellow, while another chart shows this product in blue.
However, Admins in your Vault can choose specific colors to always represent lifecycle states. This feature is only available for lifecycle states. In cases where states have the same name across different lifecycles, but are visible in a single chart, the states share the same color setting.
Another way to choose specific colors is through conditional fields. If a dashboard is grouped by a category in a conditional field, the color selected on the category is also used in the dashboard.
Related Permissions
In 24R1, Dashboards are controlled by object permission sets rather than Application permissions. A custom sharing rule also exists that grants the Editor role to Business Administrators and System Administrators by adding them to the standard Dashboard Administrators group. Previous Dashboard permissions are still visible but no longer valid. By default, Vault displays the API names of dashboards. See the table below to understand the new permission sets.
| Previous Permission | New Permission | Access Details |
|---|---|---|
| Application: Dashboards and Reports: Read Dashboard | Objects: Dashboard: Read | Controls ability to view dashboards that other users have shared with you. |
| Application: Dashboards and Reports: Create Dashboards | Objects: Dashboard: Create | Controls ability to create new dashboards. |
| Application: Dashboards and Reports: Share Dashboards | Objects: Dashboard: Edit | Controls ability to edit and share any dashboards that you created or to which other users have given you the Editor role. |
| Application: Dashboards and Reports: Delete Dashboards | Objects: Dashboard: Delete | Controls ability to delete your own dashboards or dashboards to which other users have given you the Editor role. |
| Application: Dashboards & Reports: Administer Dashboards | Application: Dashboards & Reports: Administer Dashboards | Grants permission to view and edit all dashboards, including dashboards created by another user who has not shared them. With this permission, a user may share and delete other users’ dashboards. |
| Tabs: Reports: Legacy Dashboards: View | Tabs: Reports: Dashboards: View | Controls ability to see the Dashboards tab. |