Manage Permissions on Dashboards

Overview

We believe in transparency by default, and what a better way of communicating your information than using reporting dashboards (see Learn about Public or External Sharing to spread your data). However, there are countless reasons to restrict access to some information to just a certain part of your organization. With this in mind, Dashboard Hub provides an Advanced Restrictions mechanism.

Did you know that you can provide access to certain dashboards to customers of your Jira Service Management Customer Portal? Learn how here! Manage Access of Users and Organizations to the Jira Service Management Customer Portal

The way of implementing restrictions is going to sound familiar, since we mimicked Confluence’s page restrictions schema:

"Anyone can view and edit"
"Anyone can view, some can edit"
"Only specific people can view or edit"

You can access and change the dashboard restrictions from two places:

Click the open lock icon at the top of any dashboard

Open the Dashboard settings window from the … More Actions menu

Remember to Save! After setting your restrictions, remember to click Save, or the changes won’t be kept.

Anyone can view and edit

Open lock icon

This setting means that anyone in your Jira or Confluence instance is able to access the dashboard content:

Anyone can view the content
Anyone can edit the content

The accesible content does not include the datasources. Datasources have their own access restrictions, you can read more in Learn about Datasources.

Anyone can view and edit the content of this dashboard

For those cases when you want everyone viewing your dashboard, but only specific users, groups and/or projects editing it, then you have to select the next permission level Anyone can view, some can edit.

Anyone can view, some can edit

Close lock icon

This setting means that anyone in your Jira or Confluence instance is able to view the dashboard content, but only some users/groups/projects can edit it:

Anyone can view the content
Some users/groups/projects can edit the content

When you select this option, you are restricting who can edit the dashboard. But still anyone in your Jira or Confluence instance will be able to view the dashboard content.

If you cannot search for users/groups, remember that you need the Global permission "Browse users and groups". If a user is unable to find users, it is likely they are not part of a group with this permission. See more: Unable to Browse for Users and Groups | Jira | Atlassian Documentation

Assign users/groups/projects to edit

Type a user's name, group or project into the search bar. You can add as many people, groups and projects as needed.
Since anyone can already view the dashboard, the selected users/groups/projects display a fixed “Can edit”.
Select Add to add them to the list.
Select Save to save the changes.

To remove users/groups/projects, click Remove next to their name.

If you still want to restrict specific people to even view your dashboard, select Only specific people can view or edit.

Only specific people can view or edit

Lock icon

This setting means that only selected users/groups/projects in your Jira or Confluence instance are able to view and/or edit the dashboard content:

Some users/groups/projects can view the content
Some users/groups/projects can edit the content

This is the most restrictive setting, your dashboard can be completely private, or be restricted to a few selected users/groups/projects.

Assign users/groups/projects to view and/or edit

Type a user's name/group/project into the search bar. You can add as many people/groups/projects as needed.
Select the access type: Can view or Can edit
Select Add to add them to the list.
Select Save to save the changes.

To remove users/groups/projects, click Remove next to their name.

Important notes

Groups

If a user is in more than one group, and one of those groups have access to view the dashboard, then, that user will be able to see the dashboard.

Projects

In addition to selecting individual users or groups, you can add Jira projects to the dashboard’s permission settings. Any user with “browse” access to the project will automatically have view/edit permissions for the associated dashboard.

Admins

Take into account that in the setting “Anyone can view, some can edit”, admins can still edit the content (similar to the Admin key feature in Confluence’s cloud premium). To avoid this situation, set the setting “Only specific people can view or edit”.

Public links

If a user is accessing a public link, permissions are not checked. It doesn’t matter if that user is logged in (see how public links work Learn about Public or External Sharing).