Sharing Dashboards and Reports to Workspaces

Overview

Workspaces in clariBI act as shared folders where your team can access dashboards, reports, and data sources together. Instead of emailing screenshots or exporting PDFs, you can share live, updating content directly with the people who need it.

This guide walks you through sharing dashboards and reports to any workspace you belong to.

Before You Start

To share content with a workspace, you need:

• A dashboard or report you have created or have edit access to
• Membership in the target workspace -- you can only share to workspaces you belong to
• Member role or above in both your current workspace and the target workspace

If you do not see the share option, ask your workspace administrator to check your role. See Workspace Roles: Owner, Admin, Member, Viewer Permissions for details on what each role can do.

Sharing a Dashboard

1. Open the dashboard you want to share.
2. Click the Share button in the top-right toolbar.
3. In the sharing dialog, select Share to Workspace.
4. Choose the target workspace from the dropdown list.
5. Set the access level:
6. View only -- recipients can see the dashboard but cannot edit widgets or filters.
7. Can edit -- recipients can modify the dashboard layout, add widgets, and change filters.
8. Click Share.

The dashboard now appears in the target workspace's dashboard list. Any updates you make to the original dashboard are reflected in real time for everyone with access.

Sharing Multiple Dashboards at Once

If you need to share several dashboards:

1. Go to Dashboards in the left sidebar.
2. Select the checkboxes next to each dashboard you want to share.
3. Click Bulk Actions > Share to Workspace.
4. Pick the workspace and access level, then confirm.

Sharing a Report

Sharing reports works the same way as dashboards:

1. Open the report or navigate to your Reports list.
2. Click the Share button (or use the three-dot menu and select Share to Workspace).
3. Choose the target workspace and access level.
4. Click Share.

Shared reports retain their original schedule. If the report runs weekly, workspace members see the latest version each week without any extra setup.

Managing Shared Content

Viewing What You Have Shared

Go to any workspace and click the Shared tab to see all dashboards and reports shared with that workspace. Each item shows:

• Who shared it and when
• The current access level
• Whether it is a live link or a snapshot

Revoking Access

To stop sharing a dashboard or report:

1. Open the item and click Share.
2. Find the workspace in the list of shared destinations.
3. Click Remove next to that workspace.

Only the original owner or a workspace admin can revoke access.

Changing Access Levels

You can switch between View only and Can edit at any time through the same sharing dialog. Changes take effect immediately.

Tips and Best Practices

• Use descriptive names. When sharing across workspaces, clear titles like "Q4 Revenue Dashboard - Marketing" help recipients find what they need.
• Pin important shared items. Workspace admins can pin frequently used dashboards to the top of the workspace view.
• Check permissions first. If a dashboard pulls from a data source the target workspace does not have access to, recipients will see a permissions error. Make sure the data source is also shared or accessible.

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