Sharing Dashboards - Amazon QuickSight

Sharing Dashboards

By default, dashboards in Amazon QuickSight aren't shared with anyone and are only accessible to the owner. However, after you publish a dashboard, you can share it with other users or groups in your QuickSight account. You can also choose to share the dashboard with everyone in your QuickSight account and make the dashboard visible on the QuickSight homepage for all users in your account. Additionally, you can copy a link to the dashboard to share with others who have access to it.

Important

Users who have access to the dashboard can also see the data used in the analysis.

After you share a dashboard, you can review the other users or groups that have access to it and control the type of access they have. You revoke access to the dashboard for any user. You can also remove yourself from it.

You can also embed interactive dashboards in websites and apps by copying the dashboard embed code and pasting it in your application. For more information, see Embedding Dashboards for Registered Users with a 1-Click Embed Code.

Granting Access to a Dashboard

You can share dashboards with specific users or groups in your account, or with everyone in your account. The following sections describe how to do each of these options.

Granting Individual Users and Groups Access to a Dashboard

To grant users or groups access to a dashboard

  1. Open the published dashboard and choose Share at upper right. Then choose Share dashboard.

    
								This is an image of the dashboard share icon.
  2. In the Share dashboard page that opens, do the following:

    1. For Invite users and groups to dashboard at left, enter a user email or group name in the search box.

      Any users or groups that match your query appear in a list below the search box. Only active users and groups appear in the list.

    2. For the user or group that you want to grant access to the dashboard, choose Add, and then choose the level of permissions that you want them to have.

      
										This is an image of the Add button next to a user.

      You can select Viewer or Co-owner, depending on the user's QuickSight role. The available permissions for each role are described below.

      • Readers – QuickSight readers can only be granted Viewer access to dashboards. They can view, export, and print the dashboard, but they can't save the dashboard as an analysis. They can view, filter, and sort the dashboard data. They can also use any controls or custom actions that are on the dashboard. Any changes they make to the dashboard exist only while they are viewing it, and aren't saved once they close the dashboard.

      • Authors – QuickSight authors can be granted Viewer or Co-owner access to dashboards.

        • Authors with Viewer access can view, export, and print the dashboard. They can view, filter, and sort the dashboard data. They can also use any controls or custom actions that are on the dashboard. Any changes they make to the dashboard exist only while they are viewing it, and aren't saved once they close the dashboard.

          However, they can save the dashboard as an analysis, unless the dashboard owner specifies otherwise. This privilege grants them read-only access to the datasets so that they can create new analyses from them. The owner has the option to provide them with the same permissions to the analysis. If the owner wants them to also edit and share the datasets, they can set that up inside the analysis.

        • Authors with Co-owner access can view, export and print the dashboard as well. They can also edit, share, and delete it. They can also save the dashboard as an analysis, unless the dashboard owner specifies otherwise. This privilege grants them read-only access to the datasets so that they can create new analyses from them. The owner has the option to provide them with the same permissions to the analysis. If the owner wants them to also edit and share the datasets, they can set that up inside the analysis.

      • Groups – QuickSight groups can only be granted Viewer access to dashboards. They can view, export, and print the dashboard, but they can't save the dashboard as an analysis.

      After you add a user or group to the dashboard, you can see information about them in the Manage permissions section, under Users & Groups. You can see their user name, email, permission level, and "save as" priviledges.

      To allow a user or group to save the dashboard as an analysis, turn Allow "save as" on in the Save as Analysis column.

      
										This is an image of the save as icon.

      To change the permission level for a user, choose the permission level drop-down in the Permissions column and select a permission.

      
										This is an image of the permissions drop-down menu.
    3. To add more users to the dashboard, enter another user email or group name in the search box and repeat steps A and B.

Granting Everyone in Your Account Access to a Dashboard

Alternatively, you can share the dashboard with everyone in your account. When this option is selected, everyone in your account can access the dashboard, even if they weren't granted access individually and assigned permissions. They can access the dashboard if they have a link to it (shared by you) or if it's embedded.

Note that sharing the dashboard with everyone in your account does not impact email reports. For example, if you select to share the dashboard with everyone in your account and also select to Send email report to all users with access to dashboard when setting up an email report for the same dashboard, the email report will only be sent to people who have access to the dashboard either through someone explicitly sharing it with them, through groups, or through shared folders.

To grant everyone in your account access to a dashboard

  1. Open the published dashboard and choose Share at upper right. Then choose Share dashboard.

    
								This is an image of the dashboard share icon.
  2. In the Share dashboard page that opens, for Enable access for at bottom left, toggle on Everyone in this account.

    
								This is an image of the toggle for enabling dashboard access for everyone in this account.
  3. (Optional) Toggle on Discoverable in QuickSight.

    When you share the dashboard with everyone in the account, owners can also choose to make the dashboard discoverable in QuickSight. A dashboard that's discoverable appears in everyone's list of dashboards on the Dashboards page. When this option is selected, everyone in the account can see and search for the dashboard. When this option is off, they can only access the dashboard if they have a link or if it's embedded; it won't appear on the Dashboards page, and users won't be able to search for it.

    
								This is an image of the toggle for making the dashboard discoverable.

Granting Everyone Access with the QuickSight API

   Intended audience: Amazon QuickSight developers 

Alternatively, you can grant everyone in your account access to the dashboard with the QuickSight API using the UpdateDashboardPermissions operation. The following example API request illustrates how to do so using a CLI command. It grants link permissions on the dashboard in your account, and allows the following actions: DescribeDashboard, QueryDashboard and ListDashboard.

aws quicksight update-dashboard-permissions --aws-account-id account-id --region aws-directory-region --dashboard-id dashboard-id --grant-link-permissions Principal="arn:aws:quicksight:aws-directory-region:account-id:namespace/default", Actions="quicksight:DescribeDashboard, quicksight:QueryDashboard, quicksight:ListDashboardVersions"

The response for the above request looks similar to the following.

{ "Status": 200, "DashboardArn": "arn:aws:quicksight:AWSDIRECTORYREGION:ACCOUNTID:dashboard/ DASHBOARDID", "DashboardId": "DASHBOARDID", "LinkSharingConfiguration": { "Permissions": [ { "Actions": [ "quicksight:DescribeDashboard", "quicksight:ListDashboardVersions", "quicksight:QueryDashboard" ], "Principal": "arn:aws:quicksight:AWSDIRECTORYREGION:ACCOUNTID:namespace/default" } ] }, "Permissions": [ // other dashboard permissions here ], "RequestId": "REQUESTID" }

You can also disable all users in your account from accessing the dashboard using the same API. The following example request illustrates how using a CLI command.

aws quicksight update-dashboard-permissions --aws-account-id account-id --region aws-directory-region --dashboard-id dashboard-id --revoke-link-permissions Principal="arn:aws:quicksight:aws-directory-region:account-id:namespace/default", Actions="quicksight:DescribeDashboard, quicksight:QueryDashboard, quicksight:ListDashboardVersions"

For more information, see UpdateDashboardPermissions in the Amazon QuickSight API Reference.

When all users in an account are granted access to the dashboard, the following snippet is added to AWS CloudTrail log as part of the eventName UpdateDashboardAccess, and the eventCategory Management.

"linkPermissionPolicies": [ { "principal": "arn:aws:quicksight:AWSDIRECTORYREGION:ACCOUNTID: namespace/default", "actions": [ "quicksight:DescribeDashboard", "quicksight:ListDashboardVersions", "quicksight:QueryDashboard" ] } ]

After you grant users access to a dashboard, you can copy a link to it and send it to them. Anyone with access to the dashboard can access the link and see the dashboard.

To send users a link to the dashboard

  1. Open the published dashboard and choose Share at upper right. Then choose Share dashboard.

  2. In the Share dashboard page that opens, choose Copy link at upper left.

    
							This is an image of the copy link icon.

    The link to the dashboard is copied to your clipboard. It is similar to the following:

    https://quicksight.aws.amazon.com/sn/accounts/accountid/dashboards/dashboardid

    Users and groups (or all users on your QuickSight account) who have access to this dashboard can access it via the link. If they are accessing QuickSight for the first time, they will be asked to sign in with their email address or username and password for the account. Once they sign in, they will have access to the dashboard.

Viewing Who Has Access to a Dashboard

Use the following procedure to see which users or groups have access to the dashboard.

  1. Open the published dashboard and choose Share at upper right. Then choose Share dashboard.

  2. In the Share dashboard page that opens, under Manage permissions, review the users and groups, and their roles and settings.

    You can search to locate a specific user or group by typing in their name, or any part of their name in the search box at upper right. Searching is case-sensitive, and wildcards are not supported. Delete the search term to return the view to all users.

Revoking Access to a Dashboard

Use the following procedure to revoke user access to a dashboard.

  1. Open the dashboard and choose Share at top right. Then choose Share dashboard.

  2. In the Share dashboard page that opens, under Manage permissions, locate the user that you want to remove and choose the delete icon at far right.