1. Dashboards and Visualization
  2. Dashboards
  3. Work with Data on Dashboards
  4. Personal Dashboards

In this topic, we explain what personal dashboards are and:

What is a personal dashboard?

Workspace administrators build dashboards to provide users with cues for activity and information to support that activity, referred to as master dashboards. Because these dashboards relate to a group of people with the same purpose, they may not meet all the requirements an individual user has in terms of the page selectors, filters and so on, that they change regularly to complete their own work.

Personal dashboards meet this need by providing users with a copy of a master dashboard to capture those preferences. Anything a user can change, they can save to a personal dashboard, within the restrictions applied by their administrators.

Each user can save one personal dashboard for each master dashboard, including their landing dashboard. Once a personal dashboard has been created, the personal dashboard, not the master, will be opened whenever the user selects that particular dashboard.

When an administrator makes an amendment to a master dashboard, all personal dashboards based on that master will be reset to the master dashboard to ensure that the content of both are always synchronized.

When working with personal dashboards, you need to be aware that:

  • it’s not possible to give any other user, including administrators, access to a personal dashboard
  • Current Period and Current Version are not updated on personal dashboards.
  • copying a model will not copy any personal dashboards.

Enable personal dashboards

Workspace administrators can choose whether or not their users can save personal dashboards. To enable the functionality for a model, select the Model Settings > Dashboards > Personal Views tab and toggle the button. It’s turned off by default — shading around the button and the text in the message on screen both turn green when enabled. If dashboards are open when this setting is changed, they must be closed and reopened to see the effect of the change.

This setting:

  • is production data and will not be included in any synchronization processes in Application Lifecycle Management; and
  • can be enabled or disabled in Deployed mode without breaking the synchronization process.

Personal Views tab

The Personal Views tab displays a grid containing the names of all dashboards in the model, the Functional Area they’re assigned to, and a count of the number of personal dashboards saved for each dashboard:

You can sort the grid by clicking the header for each column or enter a value in the Find field to limit the display to the criteria you entered:

Personal dashboards and the dashboard toolbar

When the Personal Views option is enabled, the dashboard toolbar will include a button to save a personal dashboard and one to switch between the personal dashboard and the master.

  • The Master, or My View, button toggles between the master and personal dashboards.
  • The Save as My View button toggles to Delete My View when a personal dashboard has been saved. This button is inactive until a change is made to the dashboard.
  • The Save as Master saves the changes that you have made in a dashboard to the master dashboard. All personal views based on that master are reset.
  • Note: Page selectors are not saved in the Master dashboard, they can only be saved in a Personal Dashboard.

If Personal Dashboards are not enabled, the Save option saves any changes made in run-time mode.

If Personal Dashboards are enabled:

  • Save As My View saves any changes you make to a dashboard as a personal dashboard.
  • Save As Master saves any changes you make to the dashboard to the Master dashboard and all personal dashboards based on that master, are reset.

Note: Amendments to page selectors won't be saved to the Master dashboard, they can only be saved to a personal dashboard.

The Save As My View button is not displayed in Design mode. If you make a change to your personal dashboard and then enter Design mode, those changes are carried forward to Design mode. If you want to save the changes to your personal view, close Design mode, redo one of your changes, and then click Save As My View.

Master dashboards

When a model is in Standard mode, workspace administrators can make changes to master dashboards in the Dashboard Designer. Once those changes are saved, all personal dashboards based on that master become out of sync and are reset to the master dashboard. Users are notified that this has happened.

Dashboard modes

Dashboards open in run-time mode and move into design mode when the Edit button on the dashboard toolbar is selected and the Dashboard Designer opens.

Run-time mode

Administrators should be aware that they can't save changes to a dashboard in run-time mode — that is, before the Edit button is selected and the Dashboard Designer opens. We recommend that administrators click Edit and make all changes to dashboards in design mode.

To ensure personal dashboards aren’t made invalid by mistake, when changes are made to a dashboard in run-time mode, those changes are not persisted into design mode — changes to page selectors are the exception. To prevent any work being lost, you can either save the changes to:

  • a personal dashboard — Save as My View;
  • a Copy of the dashboard; or
  • an Export of the dashboard.

Design mode (Dashboard Designer)

Changes saved in design mode are changes for ALL users and will result in all existing personal dashboards, based on that master dashboard, being reset to the master dashboard.

Administrators can toggle between Design mode and Preview mode, in the Dashboard Designer, to see the effect of any changes.

Maintaining master dashboards

Because saving a new version of a master dashboard will reset all the personal dashboards based on that master, it might be wise to:

  • limit the number of times you make changes to a master dashboard — perhaps accumulate small changes and publish them periodically, rather than on a one-by-one basis. You could even tell your users when publication is likely to happen so they’re aware of when their dashboard will be reset to the master dashboard.
  • designate a specific date, perhaps once a month, when new versions of dashboards are published to users. This reduces the potential for users to be surprised by changes and they know exactly when to expect change.
  • use Application Lifecycle Management (ALM) to help with the publication process. Dashboards can be amended and refined in your development environment until you are ready to publish them.
  • make changes at times when there are fewer users amending their personal dashboards, so that their changes are not immediately overwritten.
  • let users know when the Current Period is changed so that they can update their personal dashboards.
  • develop a new version of the master dashboard and give users a period of time to migrate to it. When that period of time elapses, delete the original dashboard.

Non-administrator users have no access to Dashboard Designer and can’t change the structure of a dashboard. Administrators can’t access the Dashboard Designer from a personal dashboard — there is no Edit button. This is to ensure that changes are not made to master dashboards unintentionally.

When making changes to a master dashboard, administrators can toggle between Preview and Design mode to see the effect of the changes they make.

Model changes

Any changes made to the source module of a master dashboard — removing a dimension, adding a list item, and so on — are reflected in both personal and master dashboards. These changes do not cause personal dashboards to be reset because they’re applied to the module, not to any structural elements of the dashboard.

However, when an administrator makes structural changes to a master dashboard — removing an element, deleting a module underpinning an element — all the personal dashboards based on that master become invalid and are reset.

Indication that a change has been made

Where changes are made to a model that update the master dashboard, the Update to latest version button will display in the dashboard toolbar for all users who have that dashboard open.

Selecting Update to the latest version or closing the dashboard will reset the personal dashboard to the master dashboard. However, until one of these actions is taken, users can continue to work in the dashboard as it is displayed. Because it’s been superseded, there’s no option for them to Save their version of the dashboard.

When a user makes a change to a personal dashboard, the change is indicated by showing the dashboard name in blue italic font followed by an asterisk.

Users can Save the changes, but they should be aware that if they choose to close the dashboard, they will not be prompted to save.

Saving changes

To save changes to a master dashboard, it must be amended in the Dashboard Designer — click the Edit button on the dashboard toolbar — where the Save and Save & Exit options are displayed. This ensures that administrators are aware that they’re editing the master dashboard and don’t inadvertently push changes to users.

When an administrator is maintaining a master dashboard that is not in Dashboard Designer mode, the only option for saving those changes is as a copy of the dashboard — click the Copy button.

Administrators and personal dashboards

It’s not possible for administrators to create a personal dashboard whilst editing a master dashboard in the Dashboard Designer —there’s no Save As My View button. You must exit Dashboard Designer to run-time mode to display the Save As My View and Master/My View buttons. To activate the Save As My View button, make a change to the dashboard.

Workspace administrators can toggle between the master dashboard and their personal dashboard — the Master/My View button. Amendments should be saved before toggling between master and personal dashboards as unsaved changes will not be persisted.

Users and personal dashboards

Users — including administrators — must make a change on the master dashboard, to activate the Save As My View button and create their personal dashboard.

Personal dashboards provide all the functionality necessary to manipulate data: show or hide data; conditional formatting; pivot; filter or sort data; change page selectors; and so on. What's available to users depends on which functions their Administrators have given them access to. Once amendments have been made, they can be saved to the personal dashboard using the Save button. Those changes have no impact on the master dashboard.

All users can toggle between the master dashboard and their personal dashboard using the Master/My View button.

When personal dashboards are exported to .pdf format, the .pdf file contains all the changes saved to that personal dashboard.

The values saved to a personal dashboard for the Current Period and/or Version persist and do not update when those values change—users must manually update these values on their personal dashboards.

Users can discard any changes and reinstate the personal dashboard as it was the last time they saved it using the Reset button — providing workspace administrators have made no changes to the master dashboard in the meantime. Reset reverts the personal dashboard to its last saved state; it does not revert the personal dashboard to being the same as the master dashboard.

To revert to the master version of a dashboard, click the Delete My View button which will delete the user’s personal dashboard and drop them back into the master dashboard. They can then click the Save As My View button to create a copy of the latest version of the master dashboard.

If an administrator has made changes to a master dashboard whilst a user is working on their personal dashboard, this message displays:

Selecting Update to the latest version or closing the dashboard will delete the personal dashboard. Until one of these options is selected, users can continue to work in the dashboard as it is displayed, but, because it’s been superseded, there is no option for them to save this version of the dashboard.

Personal dashboards and …

ALM

Saving a personal dashboard does not impact on any underlying model structure — no changes are written back to the model. Personal dashboards can be created, edited, or deleted when a model is in Deployed mode.

Personal dashboards do not synchronize as part of model synchronization in Application Lifecycle Management (ALM). However, when an ALM synchronization process is initiated, any dashboards that have been modified will be reset to the master dashboard. Personal dashboards that have not been amended will be unaffected.

If users have: saved a personal view of a master dashboard; and the model has been synchronized — updating the master dashboard — one of these messages displays:

If a master dashboard was displayed when the model was closed, this message displays when it is re-opened.
If a personal dashboard was displayed before closing the model, when it is re-opened, this message displays.

The setting, Model Settings > Dashboards > Personal Views is production data and will not be included in synchronization processes in ALM.

Restoring a model via an ALM process will not restore any personal dashboards

History

The creation of personal dashboards is not recorded in History. It’s not possible to know who has a personal dashboard and who hasn’t.

Restoring a model from a History ID will not restore any personal dashboards.

Current Period

When a personal dashboard is loaded, Current Period and Version settings are not updated — the values saved to the dashboard the last time it was open will be displayed.