Sharing Methods Overview
clariBI offers three ways to share dashboards, each suited to a different audience:
| Method | Audience | Requires Login | Plan Required |
|---|---|---|---|
| Workspace sharing | Team members in your organization | Yes | All plans |
| Direct user sharing | Specific people by email | Yes | Starter+ |
| Public link | Anyone with the link | No | Professional+ |
Workspace Sharing
Every dashboard belongs to a workspace. All members of that workspace can view the dashboard according to their role permissions.
How It Works
- When you create a dashboard, you assign it to a workspace (or the default "General" workspace).
- Anyone who is a member of that workspace can see the dashboard in their Dashboards list.
- What they can do with it depends on their role:
| Role | View | Edit | Delete | Share |
|---|---|---|---|---|
| Owner | Yes | Yes | Yes | Yes |
| Administrator | Yes | Yes | Yes | Yes |
| Analyst | Yes | Yes | No | Yes |
| Member | Yes | No | No | No |
| Viewer | Yes | No | No | No |
Moving a Dashboard to Another Workspace
Open the dashboard, click the Settings gear in the toolbar, and change the Workspace dropdown. Click Save. Members of the old workspace will lose access, and members of the new workspace will gain access.
Direct User Sharing
Share a dashboard with specific people, even if they are in a different workspace.
Steps
- Open the dashboard you want to share.
- Click Share in the toolbar.
- In the share dialog, type the email address of the person you want to share with.
- Choose their permission level: Can View or Can Edit.
- Click Send Invitation.
The recipient receives an email notification with a direct link to the dashboard. They must have a clariBI account in your organization to view it.
Managing Shared Access
In the same share dialog, you can see everyone who has access, change their permission level, or revoke access by clicking the X next to their name.
Public Links
Public links allow anyone -- including people without a clariBI account -- to view a read-only version of your dashboard.
Creating a Public Link
- Open the dashboard.
- Click Share > Create Public Link.
- Configure the link settings:
- Expiration: Never, 7 days, 30 days, 90 days, or custom date
-
Allow Download: Toggle whether viewers can export data from the public dashboard
-
Click Generate Link. Copy the URL and send it to your audience.
What Public Viewers See
Public viewers see a read-only snapshot of the dashboard. They can:
- View all widgets and interact with charts (hover for tooltips, click for drill-down if configured)
- Toggle between date ranges if the dashboard allows it
- Download data if "Allow Download" is enabled
They cannot:
- Edit widgets or layout
- Access other dashboards, reports, or data sources
- See any navigation or account UI
Revoking a Public Link
In the share dialog, find the public link and click Revoke. The link immediately stops working. Anyone who tries to access it sees a "This link is no longer available" message.
Notifications
When you share a dashboard:
- The recipient gets an in-app notification and an email notification.
- If they already have access (via workspace), the share dialog shows this and prevents duplicate sharing.
- When access is revoked, no notification is sent -- the dashboard simply disappears from their list.
Sharing Best Practices
For Internal Teams
Use workspace sharing as the default approach. It is the simplest to manage and scales well as your team grows. Move dashboards to the appropriate workspace and manage membership at the workspace level rather than sharing individual dashboards.
For External Stakeholders
Use public links with short expiration dates (7 to 30 days). Enable password protection for dashboards containing sensitive business data. Send the link and password through separate communication channels for added security.
For Client Reporting
If you share dashboards with clients regularly, consider creating a dedicated workspace per client and adding client contacts as Viewer-role users. This gives them a persistent login and access to all dashboards you place in their workspace, without the need to generate and manage individual public links.
Audit Your Shared Access
Periodically review the share dialog for each dashboard:
- Remove access for users who have left the organization or project.
- Check public link access logs for unexpected viewers.
- Revoke expired or unused public links.