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Dashboard Permissions and Sharing

Dashboard permissions dictate which Atlas Charts users have access to the dashboard and the actions they can perform on the dashboard. The following dashboard permissions are available:

Permission
Description
Viewer

Can perform the following actions:

  • Open a dashboard and view charts that are backed by a data source the user has permission to view. If the user doesn't have the appropriate project role on a chart's backing data source, the dashboard doesn't render the chart.

    Viewers cannot make any modifications to the dashboard.

  • Open a dashboard and view charts that have been shared with the user's Atlas organization. To learn more about sharing dashboards with an entire organization, see Access for All Users in an Organization.

  • Filter dashboards based on available fields.

  • Configure refresh settings and manually refresh dashboard data.

    Refresh settings are stored in the local browser state. These settings are not persisted with the dashboard or shared between users.

Author

Has all privileges of Viewer and can also:

Owner

Has all privileges of Author and can also:

The creator of the dashboard automatically has the Owner permission. The creator cannot be removed from the list of dashboard users and their Owner permission cannot be modified.

To view a chart on a dashboard, the user must have both:

Note

Default Dashboard Permissions

You can have no permissions on a dashboard. That dashboard won't appear on your dashboards page. Newly-created dashboards aren't shared by default. Only the dashboard Owner can view the dashboard until they grant access to more users.

To view permissions for a specific dashboard, hover over the icon next to the dashboard's Share button. A tooltip appears describing what permission you have on the dashboard, who the owner of the dashboard is, and who else has access to the dashboard.

The following table lists the possible icons and their associated permissions:

Icon
Description
Eye Icon
You have Viewer permission.
Group Icon
You have either Author or Owner permission and additional users or Everyone in this project have some level of access to the dashboard.
Office Icon
You have either Author or Owner permission and Everyone in this organization has Viewer permission.
Globe Icon
Everyone with the link has Viewer permission.
Lock Icon
You have Owner permission and no other user has access.

Note

If Anyone with this link can view sharing is enabled and you have Author or Owner permission, the icon doesn't change.

Important

To modify a dashboard's permissions, you must have the Owner role on that dashboard.

To modify dashboard permissions, either click the click the permission icon at the top-right of the dashboard from the Dashboards page:

Dashboard permission icon
click to enlarge

Or click the Share button at the top-right of the dashboard within the specific dashboard view:

Dashboard access button
click to enlarge

With the Share Dashboard dialog open, read the following sections to learn how to grant permissions to a dashboard to:

To give specific users permissions on the dashboard:

  1. Select the Project tab.

  2. Search for the desired user using the search bar. You can search for users by their username or email address.

  3. Click the desired user to add them to the permissions list.

  4. Use the dropdown to the right of the user's name to assign the appropriate permission.

    Important

    Atlas Charts displays a warning banner when the desired user can't access one or more data sources used on the dashboard. The user can't see any charts that use that data source.

    A Project Owner can assign the user a project role with the access you want the user to have. To learn more about granting access, see Modify Role Permissions for Data Sources.

  5. Repeat these steps for each user you would like to provide dashboard permissions for.

  6. Click Close. Atlas Charts saves your changes automatically.

To remove permissions for a user, click the trash can icon to the right of the user's name.

To allow access to the dashboard for all users in your Atlas project:

  1. Select the Project tab.

  2. Toggle the switch to the right of the <Project name> user to On.

  3. Select the permission to apply to all Atlas Charts users.

    A user's own permissions override others that could come from the Everyone in this project setting.

    Example

    If Everyone in this project has the Author permission and Alice has the Viewer permission, Alice's effective permission is Viewer.

    Important

    Atlas Charts displays a warning banner when Everyone in <Project Name> can't access one or more data sources used on the dashboard. A user might not see a chart that uses a data source to which the user wasn't granted access.

    A Project Owner can assign the user a project role with the access you want the user to have. To learn more about granting access, see Modify Role Permissions for Data Sources.

  4. Click Close. Atlas Charts saves your changes automatically.

To allow access to the dashboard for all users in your Atlas organization:

  1. Select the Organization tab.

  2. Toggle the Can view this dashboard switch to the right the <Organization name> user to On.

    Atlas Charts provides a link with which users in your organization can view the dashboard.

  3. Click Close. Atlas Charts saves your changes automatically.

Note

If your organization uses a SSO provider, MongoDB Cloud prompts users in your organization sign to in through your provider to view the dashboard. Users who authenticate through your organization's SSO provider don't need an Atlas account.

You can view all dashboards shared with your organization on the Dashboards page for your organization.

1

If Atlas Charts is not already displayed, click the Charts tab in the Atlas UI.

Atlas launches an instance of Charts linked to your project.

2

If the Organization Dashboards page isn't already displayed, click Organization under the Dashboards heading in the sidebar.

The Organization Dashboards page displays.

If you want to view a dashboard using a public link, enable Unauthenticated External Data Access on each data source in the charts in the dashboard.

To allow access to the dashboard for users on your Atlas Charts deployment who have a direct link:

  1. Select the Public tab.

  2. Toggle the Can view this dashboard switch to the right of the Public user to On.

    Atlas Charts generates a public link with which anyone can view the dashboard. A user's permissions don't affect their ability to view a chart using a public link.

    Important

    Atlas Charts displays a warning banner when a Project Owner hasn't enabled Unauthenticated External Data Access. Users with the link won't be able to see the charts with the specified data source.

    A Project Owner can change the settings to allow viewers of all project roles to access the data. To learn more about granting access, see Modify Role Permissions for Data Sources.

  3. (Optional) Click Protect this link with a passcode.

    Atlas Charts generates a passcode to protect your dashboard. When users try to view your public link, they must enter this passcode to view your dashboard.

    If you don't like the passcode that Atlas Charts generates, or need to change your passcode, click Generate for a new passcode.

    If you uncheck Protect this link with a passcode and click it again, Atlas Charts generates a new passcode.

    Note

    After a user enters the passcode, the dashboard displays for five days unless they manually refresh the browser session. After five days, users must sign in with the passcode again.

  4. Click Close. Atlas Charts saves your changes automatically.

Warning

Link Sharing with Sensitive Data

Don't share links to dashboards that display sensitive data. You can't verify who has access to the link.