Configure Dashboard Data Visibility in Salesforce

In Salesforce, a dashboard displays data from each widget’s source report and we can control which data is visible based on the running user by configuring the Dashboard data visibility in Salesforce.

In this Salesforce tutorial, we will discuss the method of configuring data visibility in Salesforce Lightning and Salesforce Classic editions.

Dashboard Data visibility in Salesforce

In Salesforce, a dashboard is a visual representation of data that provides a view of data and performance. Dashboard data visibility refers to the configuration by which we can control the access and view of the information displayed on a Salesforce dashboard.

Salesforce offers security features to ensure that only authorized users can see the data.

Dashboard Data Visibility Considerations in Salesforce

In Salesforce, there are some considerations for configuring the data visibility for users in the org that we should be aware of.

  • A user can view the dashboard data based on the access configuration and having the dashboard access as a running user like admin.
  • The data displayed in the dashboard is either a static dashboard that displays data using the configured user’s privileges or a dynamic dashboard that displays data based on the logged-in user.
  • Users having licenses of Chatter, Force.com Lightning Platform, Customer Community, and Partner Community cannot view a static dashboard if the running user has a different license type.
  • If you are configuring data visibility of a dynamic dashboard for logged-in users, then you cannot save the dashboard in a personal folder.
  • If the running user and the viewer are in different locales, report content is presented based on the viewer’s locale
  • For a static dashboard, the date/time fields use the running user’s locale.
  • For a dynamic dashboard, date/time fields are localized depending on the dashboard’s configuration.
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Configure Dashboard Data Visibility in Salesforce

To configure Dashboard Data Visibility in Salesforce Lightning, log in with your administrator account then follow the below steps.

1. In the Sales application of org. click on the Dashboards tab from the navigation bar and if you are unable to find the dashboards then click on the App Launcher and search then select Dashboards.

Configure dashboard data visibility in Salesforce

2. In the setup window of dashboards click on the dropdown of the dashboard in which you have to configure the data visibility of the dashboard.

Then in the dropdown select the option Edit.

Configure dashboard data visibility in Salesforce Lightning

3. In the edit window of the dashboard, click on the gear icon that is on the navigation bar on the left side.

4. As we click on the gear icon a pop-up window will appear in this window go to the section “View dashboard as” and select from the following options if your configuration requirements meet them.

  • Select the option Me, if you have created the dashboard, and the viewer sees data in the dashboard according to the access you have to data.
  • In the second option, Another Person you have to select a user, and that user sees data in the dashboard according to the data access level of the person that you have specified.
  • The third option is The dashboard viewer, and in this, the viewer sees the data based on their access level which means that the user view will change according to their viewer privilege.

Salesforce Lightning Configure dashboard data visibility

If you select the user that does not have the view access then in that case the Dashboard will not be visible.

5. To enable viewers with appropriate user permissions to choose who they view the dashboard as, select Let dashboard viewers choose whom they view the dashboard as.

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If the viewer has View My Team’s Dashboards permission, they can view the dashboard as themselves or as anyone beneath them in the role hierarchy. If the viewer has View All Data permission, they can view the dashboard as anyone.

Configure dashboard data visibility for users in Salesforce

6. After selecting the view type of the user click on the Save button then in the dashboard builder again click on the Save button to apply changes.

Salesforce Lightning control user visibility for dashboards

7. At last click on the Done button.

Now we can see the view access of the dashboard from the field Viewing as that is in the dashboard details section.

In this way, we can configure the Dashboard Data Visibility in Salesforce Lightning by following the above steps.

Configure Dashboard Data visibility in Salesforce Classic

To configure Dashboard Data visibility in Salesforce Classic, switch to the Salesforce Classic edition then follow the below steps.

1. On the home page of Salesforce Classic, click on the Dashboards tab.

2. In the setup window of dashboards, we can view the recently created dashboard and here click on the Edit button.

If you want to configure the data accessibility of another dashboard then click on Go to Dashboard List there click on the dashboard’s dropdown arrow and click on Edit.

Configure dashboard data visibility for users in Salesforce Classic

3. In the edit window of the selected dashboard, click on the dropdown of the field View dashboard as.

Now we can see the option Run as specified user and Run as a logged-in user. Here choose either of the options if you meet with following conditions.

  • Run as Specified User – With this option, all viewers with access to the dashboard see the same data, regardless of their security settings because the dashboard uses the security settings of the specified user.
  • Run as a logged-in user – The dashboard viewer sees data based on their own access to data. This type of dashboard is called a dynamic dashboard because it changes based on the viewer’s privileges and for that reason you cannot save the dashboard in a personal folder with this option.
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After selecting the view option click on the OK button.

Configure dashboard data visibility in Salesforce Classic

4. As the last click on the Save button in the Dashboard builder to apply changes.

Edit configuration for Dashboard visibility in Salesforce

As we click on the Save button the configuration of data visibility will be updated and the user will see data as the person that you specified in the configuration.

Conclusion

In Salesforce, Configuring the Dashboard data visibility is a robust way to ensure the security of the dashboard data. By following the above examples where we implemented the various settings and configurations to Configure Dashboard Data Visibility in Salesforce, you might have good insights about configuring the dashboard data visibility in Salesforce Lightning and Salesforce Classic.

Along with this we also learned about the data visibility of the dashboards and later we discussed the considerations of configuring the dashboard data visibility in Salesforce.

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