Sharing

Usage limits apply and are determined by your plan

Sharing allows you to give users that don't have a SquaredUp user license view-only access to dashboards.

Shared dashboards:

  • Do not consume a user license.
  • Refresh as normal, every minute.
  • Are not interactive, so there is no option to change the timeframe.
  • Don't display the left-hand menu.
  • Have a different dashboard URL to the normal dashboard URL.
  • Give users an option to login if they click to drilldown on the shared dashboard.

Enabling Sharing

The Settings > Sharing page is used to configure your organization level dashboard sharing options and to manage your shared dashboards.

Dashboard sharing can be configured at organization, workspace and dashboard levels, with sharing restrictions filtering down from organization to workspace to dashboard.

For example, if Anyone with the link can view is set to off at the organization level, then that option is disabled when sharing the dashboard.

Likewise, if sharing is set to off for a workspace then dashboards in that workspace cannot be shared to anyone without a user license.

Configuring sharing options

Use the following options to configure your organization level sharing permissions. If both options are set to on, users can set the sharing permission level in the dashboard's Share window.

Anyone with the link can view (Public)
Allows unlimited viewers with no authentication required. This means that a dashboard link can be shared with any member of the public.
On by default
Anyone in my organization can view (restricted by email domains)

This feature is available with a Pro or Enterprise plan

Allows unlimited viewers but requires authentication. Only users with the email domains you specify in the field below can access shared dashboards.
Users can be sent a link to a shared dashboard, where they are prompted to sign-up to create an account using the corresponding email address, before viewing the shared dashboard (this does not consume a user license).
When this setting is enabled, all shared dashboards will update to this level of sharing.
Additionally, when this setting is enabled you can optionally enable the Specify additional email domains at the workspace level toggle, which allows users with with Full control access to a workspace to specify additional email domains as a workspace level. See workspace access control.
Off by default

Disabling sharing

Disabling the sharing options on this page restricts access across all dashboards, including those already shared.

The Shared with column in the Manage shared dashboards table updates for each dashboard when you disable a previously enabled sharing option.

  • If Anyone in my organization can view is changed to off, then dashboards shared at this level have a status of Sharing disabled.
  • If Anyone with the link can view is changed to off, then dashboards with a Shared with value of Anyone change to Organization.

Re-enabling the sharing options makes shared dashboards revert to their previous sharing Status, whilekeeping the same sharing URL as before.

Sharing is completely disabled when both options are off, as link sharing is disabled and only licensed users can view dashboards after logging in.

Using gmail.com or outlook.com is not secure as it would allow anyone with this kind of email address to view dashboards.

Managing shared dashboards

Settings > Sharing shows a list of shared dashboards (dashboards which have had Link sharing enabled in their Share window).

Administrators can see all shared dashboards, and workspace administrators can see shared dashboards in their workspaces.

Sharing individual dashboards can be toggled using the Enable link
and Disable link
buttons, and the sharing Status is displayed as follows:

  • Active shows that the dashboard is being shared.
  • Disabled shows that a dashboard's sharing has been disabled. Sharing can be re-enabled by clicking the triangular play button. After pausing dashboard sharing the dashboard sharing URL remains the same.
  • Sharing disabled indicates that this dashboard is no longer shared, as sharing has been disabled at the workspace or organization level.

You can delete a share for an individual dashboard and remove it form the table by clicking Delete

. If sharing is later re-enabled for this dashboard then the sharing URL generated will be different.

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