Dashboard Sharing & Collaboration
ML Clever dashboards are powerful tools for visualizing insights, but their value increases significantly when shared with others. The platform provides flexible options to control who can access your dashboards and what level of interaction they have.
You can grant access to specific colleagues or team members with view or edit permissions, or generate a public shareable link for broader, read-only access. This guide covers how to access and utilize the sharing settings modal to manage collaboration effectively and securely.
Accessing Sharing Settings
To manage how your dashboard is shared, you first need to open the dedicated Sharing Settings modal.
Find the 'Share' Button
Locate the "Share" button associated with your dashboard. This is typically found in the main [Dashboard Toolbar] or next to the dashboard's name in a list view.
Open the Modal
Clicking the "Share" button will open the Sharing Settings modal, presenting you with options for public links and specific user permissions.
The Sharing Settings modal provides controls for all sharing options.
Public Link Sharing
This option allows you to generate a unique, secret link that grants read-only access to your dashboard to anyone who has the link. This is useful for sharing insights broadly without requiring recipients to have an ML Clever account.
Enable Public Sharing
Locate the toggle switch labeled "Public Link Sharing" or similar within the modal. Click the toggle to activate it. The switch will typically change appearance to indicate it is now ON.
(Example: The switch might slide to the right and change color to green or your primary theme color).
Copy the Shareable Link
Once enabled, a unique URL will be displayed. Click the Copy button () next to the link to copy it to your clipboard. You can then share this link as needed.
Disable Public Sharing (Optional)
To revoke access via the public link, simply return to the sharing settings and click the "Public Link Sharing" toggle switch again to turn it OFF. The previously shared link will no longer work.
Security Note
Anyone with the public link can view the dashboard. Only use this feature if the data displayed is suitable for public or semi-public consumption.
Sharing with Specific Users
For more controlled collaboration, you can grant access directly to specific ML Clever users or team members by their User ID or Email address. You can assign either View or Edit permissions.
Invite Collaborators
In the "Share Dashboard with Specific Users" section, enter the User ID or Email Address of the person you want to share with in the input field.
Select Permission Level
Use the dropdown menu next to the input field to select the desired permission level:
- Can view (): User can see the dashboard but cannot make changes.
- Can edit (): User can view, modify components, change layout, and manage sharing settings (except removing the owner).
Confirm Addition
Click the Add or Invite button (). The user will be added to the list of collaborators below. A confirmation message may appear, or the list will update.
View and Manage Collaborators
The "Currently Shared With" list displays everyone who has access, including their permission level and the Owner.
To remove a user's access, click the Remove button () next to their name. Note: You cannot remove the dashboard owner.
Component Access Handling
Dashboards rely on underlying components like Datasets and Models to function. When you share a dashboard, ML Clever automatically handles granting the necessary viewing permissions for these required components to the users you share the dashboard with.
Automatic View Access
Users granted access (either 'view' or 'edit') to the dashboard will implicitly receive the 'view' permissions needed for any datasets () or models () used by components within that dashboard. This ensures the dashboard renders correctly for them.
The sharing modal may list these required components for informational purposes.
Required Components for Viewing:
- Dataset: `sales_data_q1_2025`
- Dataset: `customer_segments`
- Model: `churn_prediction_v3`
You do not need to manually share each dataset or model unless you want to grant permissions beyond basic viewing required by the dashboard (e.g., allowing someone to use the dataset in their own analysis). Managing component-specific permissions is done through their respective sharing settings.
Best Practices for Sharing
Follow these tips for effective and secure dashboard collaboration:
Principle of Least Privilege
Grant only the necessary permissions. Use 'Can view' unless a user genuinely needs to modify the dashboard. Prefer specific user sharing over public links for sensitive data.
Use Email/User ID for Accountability
Sharing with specific users provides better tracking and accountability compared to a public link.
Regularly Review Access
Periodically review the list of collaborators in the sharing settings and remove access for users who no longer need it.
Disable Public Links When Done
If you use a public link for temporary sharing, remember to disable it afterwards to prevent unintended continued access.
Communicate Clearly
When sharing, especially with edit permissions, communicate expectations or guidelines to collaborators to avoid conflicting changes.
Troubleshooting Sharing Issues
If you encounter problems while sharing or accessing dashboards:
| Problem | Troubleshooting Steps |
|---|---|
| User Cannot Access Shared Dashboard | • Verify Identifier: Double-check that you entered the correct User ID or Email address in the sharing settings. • Check Permissions: Ensure the user has been added to the sharing list with at least 'Can view' permission. • User Account Status: Confirm the user's ML Clever account is active. • Refresh/Relogin: Ask the user to refresh their browser or log out and back into ML Clever. |
| Cannot Add User (Error Message) | • Check Identifier Format: Ensure the User ID or Email address is correctly formatted. • User Exists: Verify the user exists within the ML Clever system. • Permissions: Ensure you have the necessary permissions (usually Owner or Edit) to modify sharing settings. • System Limits: Check if there are any platform limits on the number of shares (unlikely but possible). |
| Public Link Not Working | • Check if Enabled: Verify that the "Public Link Sharing" toggle is ON in the sharing settings. • Copy Correct Link: Ensure you copied the complete and correct URL. • Network/Firewall: The recipient might have network issues or firewall rules blocking access. • Link Revoked: Confirm the owner hasn't disabled public sharing since the link was shared. |
| Cannot Remove Owner | • By Design: The owner of a dashboard cannot be removed via the sharing settings. Ownership must be transferred through a separate administrative process if available. |
| Shared Dashboard Loads Incorrectly (Missing Data) | • Underlying Component Access: While usually automatic, double-check if any required datasets or models have unusual, restrictive permissions preventing access even for viewing. • Data Source Issues: The underlying data source itself might be temporarily unavailable or experiencing issues. |
Further Exploration
Understanding sharing is key to collaboration. Explore these related topics:
Data Visualization Components
Learn more about the building blocks of your dashboards and how they interact with data.
Explore ComponentsManaging Datasets & Models
Understand how to manage the permissions and lifecycle of the core data assets used in your dashboards.
Learn about Data AssetsUser & Group Management
If your platform supports user groups, learn how managing groups can simplify sharing with teams.
Manage Users & Groups