Configuring dashboard permissions

Unlike the ability to manage dashboards, which is controlled by which dashboard your user group is assigned, the ability to configure dashboard permissions is determined by whether you have access to the Dashboard Permissions tab in Settings > CMMS Settings. Typically, this would be limited to administrators, but depending on your organization's needs, other users could have access.

This article covers the following topics:

• Dashboard permissions overview
• Assign dashboards
• Allow users to edit dashboards

Dashboard permissions overview

This section summarizes the access that users will have for shared dashboards based on the permissions you set.

For the purposes of this table, the Dashboard column refers to which dashboard a user group is assigned in the Dashboard Type drop-down list (in Settings > CMMS Settings > Dashboard Permissions):

The values in the table correspond to the dashboards as follows:

• Admin/Mgr: The user group is assigned the standard Administrator or Manager dashboard.
• Other: The user group is assigned any dashboard (standard or shared) other than the standard Administrator or Manager dashboard.

Further, the Edit Access column refers to whether the Allow users to edit dashboards checkbox is selected (i.e. enabled) or cleared (i.e. disabled):

Assign dashboards

The dashboard you assign to a user group determines not only what information those users will see in their dashboard, but also what permissions they have for adding, deleting, and editing dashboards.

Before assigning dashboards, note the following:

• You can only assign one dashboard to each user group.
• If you assign a shared dashboard to a user group that was previously assigned the standard Administrator or Manager dashboard, the user group will lose the permissions granted to them based on that dashboard. This means that they will no longer be able to create shared dashboards or add dashboard tabs for standard dashboards. Further, if the ability to edit dashboards is disabled, they will also lose their edit permissions.
• As a workaround, if you need to assign more than one dashboard to a user, assign that user multiple user groups, and then assign each user group the appropriate dashboard. That user will then have access to the dashboards for all user groups they’re assigned.

To assign a dashboard:

1. Navigate to Settings > CMMS Settings > Dashboard Permissions.
2. In the Dashboard Type drop-down list, select a dashboard from the list:
   
3. Click Save.

Allow users to edit dashboards

All users assigned the standard Administrator or Manager dashboard are able to edit dashboards. If necessary, you can configure the app to grant edit access to all users. However, you cannot grant edit access to specific user groups; instead, it's a CMMS-wide setting that applies to all users. 

As described above, even with edit access enabled, non-administrator/non-manager users will only be able to edit their own dashboard view. Their edits will not change shared dashboards for other users. Further, administrators and managers will continue to be able to edit dashboards regardless of whether editing is enabled or disabled for other users.

To allow users to edit dashboards:

1. Navigate to Settings > CMMS Settings > Dashboard Permissions.
2. Select the Allow users to edit dashboards checkbox.
3. Click Save.

Note: To prevent users from editing dashboards, you would clear the checkbox in step 2.