Shared Dashboard Gadget

What are Shared Dashboards?

Custom Charts Shared Dashboards allow you to share entire dashboards of your favorite charts with internal and external users on Jira Cloud.

With Shared Dashboards you can display Custom Charts in the Jira Service Management portal, or internally like a wallboard.

Creating a Shared Dashboard

To create a Shared Dashboard, simply create your dashboard as your normally would with Custom Charts gadgets. Once you’ve configured your charts, you can add a Custom Charts - Shared Dashboard gadget to the dashboard, and arrange the gadgets and select your sharing options.

In the Shared Dashboard gadget, you will be able to select from all Custom Charts gadgets on the Jira dashboard. Custom Charts without a title will appear as the Chart ID.

Once you’ve added the Custom Charts you want to be part of this dashboard, you can drag and drop to arrange them, change the layout, title, and default theme (light or dark mode).

Shared Dashboards in the JSM portal

When JSM Portal users is selected under Link Access permissions, Shared Dashboards in the portal are available from the Account dropdown, under My Dashboards. Customers will be able to see any dashboards that have been made available to them.

Link Access Permissions

Once you’ve set up the gadget how you like, you can customize who will be able to view the Shared Dashboard.

Anyone (Public) with an access code	Coming Soon! Any user with access to this link and who has entered in the provided access code will be able to view this dashboard, with data loaded as the dashboard owner.
Anyone (Public)	Coming Soon! Any user with access to this link will be able to view this dashboard, with data loaded as the dashboard owner.
JSM portal users	This Shared Dashboard will be visible in the Jira Service Management customer portal for users in the selected JSM project, with the following restrictions: Only issues where the portal user is the reporter or request participant will be available Eg. All customers of the Support project will see the Shared Dashboard, and the charts will show only tickets they created or were added as a participant to. If an organization has been selected, only issues where the organization on the issue matches the selected organization will be available Eg. Only users part of Organization A will see the charts in the Support project, and they will only see charts for issues that have had their Organization added to them. If a portal user has been selected, the dashboard will only show to that user, and only issues where that user is the reporter or request participant will be available. Eg. Tom is the only person who will see the Shared Dashboard in the Support portal, and he will only see tickets that he created or was added as a participant to.
Only users with access to this Jira dashboard	Licensed Jira users can see this Shared Dashboard if the Jira dashboard has been shared with them.

Allow Click through: When enabled, users will be able to click on the Custom Charts to open up the Jira issue search. When they click on the chart, they’ll only be able to see issues in Jira that they have permissions to see based on Jira permissions. For users without Jira access, if this is enabled they’ll simply receive an error.

Data Restrictions - How do I change the Shared Dashboard Owner?

All data on your Shared Dashboard will be loaded as the Shared Dashboard owner. The Shared Dashboard owner will always be the last person who saved the Shared Dashboard gadget.

To change the Shared Dashboard Owner, you’ll need to change the owner of the Jira Dashboard and then save the gadget.

As a Jira admin, navigate to Settings → System → Shared Objects → Shared Dashboards
Locate the dashboard, and change the owner to yourself
Navigate to the Jira dashboard and edit the Shared Dashboard gadget
Save the Shared Dashboard gadget and you will be the new owner.

If you are not the Shared Dashboard Owner, you will not be able to edit any of the Custom Charts that are included on the Shared Dashboard. This restriction ensures that users cannot change charts to expose data on a Shared Dashboard that they would not otherwise be able to see.

To regain access to a linked Custom Chart, you must either become the Shared Dashboard Owner or delete the Shared Dashboard gadget altogether.

Admin Settings

Shared Dashboards settings allow you to restrict who can set each Link Access Level. Administrators can select individual users or groups who can use each different level.

When a Shared Dashboard gadget is created the link access level defines who can view the link.

The access levels are, as described above:

Anyone (Public)
Anyone (Public) with a password
JSM portal users
Users with access to this Jira dashboard

As an administrator, you may want to restrict which users and groups can create each type of link, for example, so that only particular users can create public links. The permissions below allow each access level to be disabled or enabled for a particular set of users and groups.

Note: When a permission is disabled all existing links with that permission will be disabled and immediately stop working.

FAQ

What is a Shared Dashboard owner?

When a Shared Dashboard is created, all of the issues in the charts are loaded with the permissions of the Shared Dashboard owner. This user is the last person to save the Shared Dashboard gadget.

This user is also the only one who can edit Custom Charts that are part of the Shared Dashboard.

How do I change the Shared Dashboard owner?

To change the Shared Dashboard owner, you must be an editor on the Jira dashboard and configure the shared dashboard gadget, then Save. Once you’ve saved the gadget, you are now the owner of the shared dashboard and the only user who can edit any linked Custom Charts on that dashboard.

How do I show/hide the My Dashboards link in the customer portal?

The My Dashboards link will always show in the portal if the Shared Dashboards feature is enabled.

What happens if I delete a Shared Dashboard gadget?

Deleting a Shared Dashboard gadget will:

Delete the link that was created - users will no longer be able to access the dashboard in the portal or using any direct link to the Shared Dashboard
Allow Custom Charts gadgets on the dashboard to be edited by any dashboard editor again

Can I have more than one Shared Dashboard gadget on a Jira dashboard?

Yes! You can have as many as you want on a dashboard, using the same charts. Each gadget has a unique ID and a unique link, so you can configure different sharing options.

What happens if I change the link access permissions?

If a user no longer has the permissions to view a Shared Dashboard link, if they have a direct link to the Shared Dashboard, they will not be able to view any charts and will see an error message.

Why can't I edit a Custom Chart that's linked to a Shared Dashboard gadget?

Because Shared Dashboards load all of the issues with the Shared Dashboard owner permissions, we don’t want any other users to be able to change the charts and potentially expose data.

Can I use Simple Search with Shared Dashboards?

Currently, Simple Search cannot be used with Shared Dashboards. We’ve limited this currently so that there is no risk of your data (like assignees, reporters, sensitive custom fields, etc.) being exposed. Because more sensitive fields like user pickers are available in Simple Search, we do not currently allow these to be added to your Shared Dashboards.

In the future, we will be looking to allow Simple Search on your Shared Dashboards in a secure way.

Where is Shared Dashboards available?

Shared Dashboards are available to Jira Cloud instances using Custom Charts for Jira.

Can I disable Shared Dashboards in my instance?

Yes! Shared Dashboards are currently disabled by default. To disable the feature entirely, you can follow the same instructions that were provided to enable the beta feature and turn off the feature toggle.