Sharing reports & dashboards
Reports and dashboards are private by default: what you build is yours until you share it. Sharing controls who can open a report or dashboard — what they see inside it is still governed by their own data permissions, so sharing is always safe.
How sharing works
Section titled “How sharing works”Open a report or dashboard and click Share:
- Search for a group or an individual person in your workspace.
- Choose their access — Viewer (can open and run it) or Editor (can also change it).
- Add as many principals as you need. Remove an entry to unshare.
Owners keep full control of what they created; administrators can see and manage everything, so nothing is ever orphaned.
The “Anyone” toggle
Section titled “The “Anyone” toggle”The share dialog also offers Anyone — a public toggle that makes the report or dashboard viewable by every user of the workspace, without listing them one by one. This is how the home dashboard and the default landing lists are typically shared: visible to all, editable by few.
“Anyone” means anyone in your workspace — nothing is ever exposed outside it. For truly external access, use Portals.
Viewer vs Editor
Section titled “Viewer vs Editor”| Access | Can do |
|---|---|
| Viewer | Open the report/dashboard, run it, drill into results. |
| Editor | All of that, plus change the definition — filters, columns, tiles — and share it further. |
Granting Editor on a dashboard doesn’t grant Editor on the reports inside it — each resource carries its own sharing.
Dashboards and their reports
Section titled “Dashboards and their reports”A dashboard is only as visible as the reports on it: a tile whose report the viewer can’t open shows nothing for them. When you share a dashboard, PeoplePit audits the contained reports and warns you if the audience can’t see some of them — with a one-click option to share those reports with the same audience. Use it and the whole dashboard lights up for everyone you invited.
Sharing never overrides data permissions
Section titled “Sharing never overrides data permissions”Worth repeating: sharing a report grants access to the question, never to the data. Every run is filtered by the viewer’s own permissions — hidden record types, hidden fields and record-level rules all apply. A shared “All payments” report shows each viewer only the payments they’re entitled to see.