This guide will help you understand:

• What is dashboard sharing in Bloomreach Engagement
• How to share a dashboard using Bloomreach Engagement
• How to leverage dashboard sharing
• What are the limitations of dashboard sharing

What is dashboard sharing in Bloomreach Engagement

Dashboard sharing allows you to easily share a dashboard with your colleagues using either a direct link or email, which can also include a public link as an alternative to PNG, PDFs, or JPG attachments.

This feature marks an improvement in sharing dashboards by enhancing security and sharing flexibility.

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Send via mail deprecated by the end of July 2023

The ‘Send via mail’ feature in the dropdown menu of your dashboard page will be deprecated by the end of July 2023. But fear not. Your existing dashboard sharing by sending via mail will still work. You could unsubscribe from this in User Settings > Email digest.

Please adjust your sharing settings in the new feature under ‘Share’, which includes the sharing via email option. Otherwise, your emails will stop being sent from the end of July onward.

How to share a dashboard using Bloomreach Engagement

You can share any dashboard that does not include Parameters. Additionally, you need to have the correct permissions (Analyses Editor, Analyses Exporter, or higher).

Simply click the three dots in the upper-right corner and choose the 'Share' option.

For each dashboard, there can be up to five sharing groups. You can share the dashboard using either a link or email.

Sharing via link

Using the link for dashboard sharing, you can adjust the following:

• Link Configuration
  • Show PII
    • When PII is hidden, the visitor will see only asterisks ('*') instead of the actual PII data.
    • When the PII is shown, password protection and expiration are required for security reasons.
  • Password protected
    • To enhance security further, if enabled, visitors need to receive the password via a different channel (Slack, email, or any other internal tools).
• Expiration
  • To enhance security further, if enabled, dashboard sharing for a particular sharing group will be stopped at the time you indicate.

Sharing via email

Using email for dashboard sharing, you can adjust the following:

• List of recipients
  • You can add up to five recipients for each sharing group which can also include 3rd party email domains
• Schedule
  • If not opted for, you can just send a testing email or use the feature for a mere one-off.
  • Otherwise, you can schedule to send the email on a daily, weekly, or monthly basis.
    • Data in the email are calculated hourly, so the email contains data that can be 1 hour old at the time of receiving.
• Link Configuration
  • Include link to dashboard
    • You can add a public link that behaves like the sharing group with just a Link as described above.
  • Show PII
    • PII data are always hidden in the email body.
  • Password protected
    • To enhance security further, if enabled, visitors need to receive the password via a different channel (Slack, email, or any other internal tools).
• Expiration
  • To enhance security further, if enabled, dashboard sharing for a particular sharing group will be stopped at the time you indicate.

The email recipient can unsubscribe by clicking the footer link in the received email. However, if the unsubscribed visitors want to access the dashboard sharing again, they can ask a logged-in user to subscribe again. In that case, this logged-in user is notified that the recipient has unsubscribed before, and verbal or written consent is needed.

How to leverage dashboard sharing

Make use of the various adjustment options for the dashboard sharing to better secure data. You can effortlessly create a group that will be shown PII, while others that do not need to see it will be part of another group with the PII hidden.

What are the limitations of dashboard sharing

• Only dashboards that do not include Parameters can be shared.
• You create up to five different sharing groups, which means five different sharing links.
• You can add up to five email recipients per Sharing group.
• Data and changes in the public dashboard preview are refreshed every 10 minutes.
• Email data are calculated on an hourly basis. Therefore, email data can be 1 hour old at the time of receiving.
• You can share the dashboard only if you have an Analyses editor, Analyses exporter, or any access role derivation (project admin and higher) can share the dashboard.
• You can only share the dashboard with visible PII data if you have Personal Data viewer permission.
• There is a limit of 1,000 emails per month per project. If you try to share something with a group being already over the limit, you will get an error message.
• Dashboards containing Flows or Geoanalyses will not be visible in the received email report as these two types of analyses are not supported. However, Flows are visible in the shared link.