The Dashboard Access Roles feature enables Super Users and Administrators to create tailored Dashboards for different groups of users in their Folio instance. The benefits of Dashboard roles are:
- These tailored Dashboards can be grouped into User Profiles which are applied to users.
- A user who has a Dashboard access role applied will see only those Dashboards that are provided to them via the Dashboard Role.
- A User with no Dashboard Role applied will see all the Built In Dashboards with their default Folio settings.
Dashboard Access Roles enable Super Users and Administrators to:
- Customise Built In Dashboards: Add, remove & rearrange Snapshots & Insights on the Built In Home, Risk, Indicators & Folios Dashboards.
- Share My Dashboards: Share My Dashboards that they have created with users.
Creating a Dashboard Access Role
To create a new Dashboard Access Role, click on the Admin Gearwheel on the top right hand corner of the screen.
Then click on access rights,
Then select Access Roles
Click +New Role and in the New Role popup, choose the field Select Role Type and select Dashboards.
Once this is done, you will be able to add a Role Name and then you will see 3 tabs Built In Dashboards, Folio Dashboards and Shared Dashboards.
Built In Dashboards: Enable you to customise Built In Dashboards and share these with users.
Folio Dashboards: Enable you to customise specific Folio Dashboards with groups of users
Shared Dashboards: Enable a Super User or Administrator to share their My Dashboards with groups of users.
You can have multiple Dashboard roles. A user may be assigned to only one Dashboard Role at any one time.
Built In Dashboards
To customise Built In Dashboards go to the Built In Dashboards tab of the Dashboard Role.
Adding, Rearranging & Removing Snapshots
On this tab, each built-in dashboard shows a grid of cards displaying its default snapshots. This grid of cards allows you to change the order of the snapshots visible by default.
Please note that once the users login they can change this order, so this is the default view of that dashboard.
You are able to add more snapshots by clicking on the Select Snapshot dropdown and then selecting the snapshot you want to add. The snapshots in the Select Snapshots dropdown is the list the user will see under their Add Snapshot button on their dashboard
If you do not want a user to have access to a snapshot, you can add it to the Removed Snapshots, meaning the user will be unable to use that snapshot on their dashboard.
The Home Dashboard is a Folio default, and cannot be disabled. The To Do List is also a required snapshot on the Home Dashboard and cannot be removed. However the other Built In Dashboards can be disabled and will not be visible to users.
To enable a dashboard, simply click on the grey toggle to switch it on.
Adding Insights to Built In Dashboards
You are also able to add Insights to a Dashboard Role. To add Insights to Built In Dashboards, you will see an Insights on Dashboard dropdown. Super Users and Administrators can select from their own Insights or Insights that have been shared with them.
Once you have Insights, they will appear in the box below. A user can then rearrange them to determine their display order on the dashboard. For example, if "Clients Incident by Location" and "Incident Trends" are added to the Risk Dashboard, they will initially appear at the bottom. To move them to the top, simply drag them to the desired position within the box. Now any users added to this role will see these added Insights on their Risk Dashboard.
Any users assigned to this role will now see these Insights on their Risk Dashboard.
Note that the user in this role will only be able to view the Insight Snapshot and cannot click to view the insight
Please Note: The Folios Dashboard on the Built In Dashboards tab allows you to set up default snapshot and insights settings across all Folio Dashboards. However if you want to set up specific snapshots for particular Folio Template Dashboards you can use the Folio Dashboards Tab explained below.
Folios Dashboards
The Folio Dashboards Tab enables Super Users and Administrators to customise individual Folio Template Dashboards, which the Folio Dashboard has been shared with a user through the Dashboard Role they will still need access to the Folio Template to be able to see that Dashboard.
To customise a Folio Dashboard, go to the Folios Dashboards tab on the dashboard role. Then select the specific dashboard you wish to modify.
After selecting a dashboard, a dedicated section will appear, allowing you to add or remove built-in snapshots and incorporate insights snapshots. The procedure for adding both built-in and insights snapshots mirrors the steps detailed in the Adding Snapshots and Adding Insights sections of this article.
Please Note: You can customise multiple Folio Dashboards within a single Dashboard role. However, each Folio Dashboard must be set up individually within its own section.
Shared Dashboards
Super users and Administrators can share their My Dashboards with other users. To add a My Dashboards to a dashboard role, go to the Shared Dashboards tab on the dashboard role. Select the dashboards to be shared with other users from the available dashboards list.
Then users assigned to the dashboard role will find the shared dashboards accessible from the Dashboards menu drop down list, also these dashboards will be visible on the user’s My Dashboards screen:
When a My Dashboard is shared by a Super User or an Administrator, the following rules will apply.
- Users cannot add, remove, or rearrange snapshots and insights.
- Users cannot delete the dashboard.
- Users can copy a shared My Dashboard to create their own, which will then allow them to modify the Dashboard.