Viewers
BI specialist
Administration
Sharing dashboards with the right people
Not every dashboard is meant for everyone. Sometimes you want a view only for management, or you want a small group to review something before it goes organisation-wide. In DataOwn you arrange that with spaces.
There are two kinds of spaces: inherited and restricted.
Inherited spaces
An inherited space takes its access from the folder it sits under. Everyone who can access that parent folder automatically sees everything in this space as well. If you place a space outside folders — at the top level — then everyone has access: all BI specialists and all viewers.
That suits dashboards that are truly organisation-wide. It is less suitable when you need to keep something limited.
Restricted spaces
A restricted space starts with almost no access: by default only the creator can see it. From there you invite other BI specialists and viewers yourself.
Use restricted spaces when dashboards are for a limited group — a department, a project, or a draft that needs approval first.
To add people: click the three dots next to the space name and choose Share.
Tip: make sure all BI specialists — and at least more than one — have access to a space. That way work can continue if someone is away, and you can collaborate without dashboards being locked to a single person.
Moving dashboards
A dashboard does not have to stay in the same space forever. You can move it:
- from the Browse overview — via the three dots next to the dashboard, or
- from the dashboard itself — via the three dots at the top right.
That lets you review in a restricted space first, then move it to a broader space when it is ready for everyone.
When should you create a space?
Create a space when several BI specialists need to work together, or when a limited number of people should approve a dashboard. And create restricted spaces when you deliberately want to give dashboards to a limited group.
Also: do not create too many folders. A handful of clear spaces works better than a maze of nested folders where nobody can find their way.