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# Manage dashboards: find, tag, sync, download and delete

> Find, filter, tag and preview Mammoth dashboards in the library, add them to collections, sync new data, download PDFs, and archive or delete dashboards.

Every dashboard you can see is in the dashboard library, where you find, tag, sync, download and clean up the ones you've built. To rebuild a dashboard on other data or export it to Power BI or Tableau, see [Change a dashboard's data or copy it](https://mammoth.io/docs/learn/dashboards/change-data-and-export/). Start from **Dashboards** in the left sidebar. Anyone who can see the library can browse it; changing a dashboard needs edit access, which members of its project have.

## Browse the dashboard library

The **Dashboards** tab is a library of your dashboards, docs, decks and Q&A boards. Each row shows its format, name, source data, status, tags, and when it was last updated. Pills flag things that need attention, such as **New data** or **Unpublished** changes.

### Show all, live or draft dashboards

The line above the list has a status switch, **All · Live · Drafts**, with a count on each:

| Segment | Shows |
| --- | --- |
| **All** | Every dashboard |
| **Live** | Published dashboards |
| **Drafts** | Dashboards never published |

These choices set the same **Status** filter as the **Filter** menu, so they appear in the filter chips too.

### Find live dashboards nobody has viewed in 30 days

Next to the status switch, a toggle such as **4 live boards with no views in 30 days** narrows the list to live boards nobody has opened in 30 days. It only appears when there is at least one. Click it again (it shows an ✕) to go back to **Live**. Use it to find boards to retire or to promote.

### See views this week

The same line shows **38 views this week** across the live boards in view, or in the open collection. When last week had at least 10 views, it adds a trend such as "▲12% on last week".

Each live row shows its views over the last 7 days, for example "38 views · 7d". A live board with no views in 30 days shows a **No views in 30 days** pill instead. Drafts show no views. For who viewed and what they read, see [Audience and engagement](https://mammoth.io/docs/learn/share-and-export/audience/).

### Read the Live pill and Embedded chip

Each published row has a **Live** pill. For boards you can edit, an icon on it shows how the board is shared: a link for **Anyone with the link**, people for **Sign-in required**, and a lock for a password. Hover to read it ("Live — sign-in required", for example).

When the board is shared with people outside its project, directly or through a collection, the pill adds how many: **1 person** or **3 people**. Hover to see their names. Click the pill to open the Share panel.

A published board that is running in other sites shows an **Embedded · 2** chip on its row. Hover it to read "Running inside 2 other websites". You see it on boards you can edit. To see the sites, open the row's **Embeds** tab.

## Search, filter, sort and group dashboards

- **Search** by name, source, or tag.
- **Filter** by Project, Format, Source data, Status, Last edited by, Tags, and Collections, plus an **Updated** range (today, this week, this month, this quarter, or a custom range).
- Show or hide **Archived** items.
- **Group** by date or as a flat list.
- **Sort** by **Last updated**, **Most viewed**, **Least viewed**, or **Date created**. Mammoth remembers your sort.
- Open a **collection** from the shelf on the left. A collection is a set of dashboards you share as one, with its own viewer order, activity and data refresh. See [Collections](https://mammoth.io/docs/learn/share-and-export/collections/).

The **Layout** toggle at the right of the toolbar switches between **List view** (rows, the default) and **Tile view** (thumbnails). In Tile view, the format and status sit on the thumbnail and views move to a strip under it. Mammoth remembers your choice.

## Use the dashboard details panel and row menu

Click a row to open its details panel. There you can rename the dashboard, add tags and collections, and click **Edit**, **Preview**, or **Share**. Double-click a row, or click **Edit**, to open the editor.

The panel has tabs for **Audience**, **Updates**, **Sources**, **Access**, and **Embeds**:

| Tab | What it shows |
| --- | --- |
| **Audience** | How a published dashboard is used: who opened it, views, engaged time, who hasn't opened it yet, and top readers. **Full report →** opens the full engagement report. For a draft it reads **Publish to start counting**. Your own visits are never counted. See [Audience and engagement](https://mammoth.io/docs/learn/share-and-export/audience/). |
| **Updates** | The data sync status. See [Sync new data into a dashboard](#sync-new-data-into-a-dashboard-automatically). |
| **Access** | Who can open the dashboard, with **Share**. |
| **Embeds** | The sites the board has been loaded from, with loads in the last 7 days and any refused sites. See [Embedding](https://mammoth.io/docs/build/embedding/). |

Each row's **⋯** menu has **Rename**, **Archive**, **Embed**, **Add to collection**, **Remove from collection**, and **Delete**. You can also **pin** a dashboard to the top of the list. Pins are stored in your browser.

## Tag a dashboard

1. Select the dashboard's row.
2. Click **Add tag** in the details panel.
3. Type in **Find or create a tag…** and pick an existing tag, or click **Create "Finance"** to make a new one.

To remove a tag, click the ✕ on its chip.

## Preview a dashboard as viewers see it

**Preview** in the details panel opens the board in an overlay, as viewers see it, without leaving the library. Close it with **Close** or Esc.

| Board state | What Preview shows |
| --- | --- |
| Published and up to date | The live board, with the banner "This is what viewers see" |
| Published, with unpublished changes | The live version, which is older than your draft ("Opens the published version, which is older than your draft") |
| Never published | Your draft, with the banner "Your draft — nobody can see this yet" |

## Add several dashboards to a collection at once

1. Tick the checkbox on each row. Checkboxes appear only on dashboards you can edit. Shift-click to select every row between the last one you ticked and this one.
2. A bar appears with **3 selected**.
3. Click **Add to collection** and pick the collection. Or click **Clear selection** to start over.

Drafts you add are published first. All the selected dashboards must be in one project. Otherwise **Add to collection** is greyed out: "Pick dashboards from one project to add them to a collection together". Dashboards you filter out, archive or delete drop out of the selection.

![Dashboard library in list view with two rows ticked and the bulk bar showing 3 selected, Add to collection and Clear selection](https://mammoth.io/docs/images/20261103_library-bulk-select.webp)

For everything else a collection does, see [Collections](https://mammoth.io/docs/learn/share-and-export/collections/).

## Save edits, then publish them

Open a dashboard in the editor and keep working with the AI chat, the **Design** tab, and the **Add** menu. See [Edit with AI in the dashboard editor](https://mammoth.io/docs/learn/dashboards/editor/).

Saving is explicit. The editor shows **Unsaved changes** until you save, and you can't publish while changes are unsaved. Saving doesn't change what viewers see: a published dashboard stays as it was until you publish again. Use **History** to review earlier versions of your edits.

## Draft and published dashboard versions

Mammoth dashboards have two states:

| State | What it is |
| --- | --- |
| **Draft** | The working version you edit. Changes here are only visible to you and other editors until published. |
| **Published** | The version that viewers and shared users see. |

The editor header shows **Live** or **Draft**, with extra pills such as **New data** and a count of unpublished changes. To review or discard those changes, see [Discard unpublished changes to a dashboard](https://mammoth.io/docs/learn/dashboards/editor/#discard-unpublished-changes-to-a-dashboard).

Mammoth tracks two types of changes separately:

- **Data changes**: new data from your sources.
- **Presentation changes**: layout, style, filters, and chart configuration.

To publish your changes:

1. Save your edits.
2. Open **Share** and click **Publish**.
3. Viewers now see your changes.

See [Publish and share a dashboard](https://mammoth.io/docs/learn/share-and-export/share-a-dashboard/).

## Sync new data into a dashboard automatically

A dashboard shows the data from its sources as of the last sync. To see how current it is, open the **Updates** modal from the library or from the editor's state line. It shows three steps: **Sources**, **Draft**, and **Live**.

| Stage | What it does | Automatic option |
| --- | --- | --- |
| **Sync new data** | Pulls new rows into your draft. Each source has its own **Sync** button. There's no single button that syncs all sources. | **Sync automatically** brings new rows into your draft whenever the pipeline runs. |
| **Publish** | Lists **Data changes** and **Presentation changes** waiting to go live, with a **Publish** button. | **Publish new data automatically** sends new data live as soon as it syncs. Layout and style changes still wait for you to publish. |

With both toggles on, new data flows from your source to the published dashboard without manual steps.

## Download a dashboard as PDF, PNG or PowerPoint

The caret next to the **Publish** button opens more actions:

| Action | What it does |
| --- | --- |
| **Download PDF** | Captures a static snapshot of the dashboard. |
| **Download PNG of this page** | An image of the page you are on. |
| **Download PowerPoint** | The dashboard as a .pptx deck. |
| **Share as carousel…** | Image cards for a LinkedIn post. See [Publish and share a dashboard](https://mammoth.io/docs/learn/share-and-export/share-a-dashboard/). |
| **Export to Power BI** / **Export to Tableau** | Dashboards only. See [Export a dashboard to Power BI or Tableau](https://mammoth.io/docs/learn/dashboards/change-data-and-export/#export-a-dashboard-to-power-bi-or-tableau). |
| **Copy link** | Copies the dashboard link. |
| **Embed** | Embeds the dashboard. See [Embedding](https://mammoth.io/docs/build/embedding/). |
| **Add to collection** | Adds it to a collection. |
| **Duplicate** | Copies the dashboard. |
| **Change data** | Rebuilds this board on other data (**Use my data** while on sample data). See [Change a dashboard's data or copy it](https://mammoth.io/docs/learn/dashboards/change-data-and-export/). |
| **Copy onto another dataset** | Builds a new board from this one on other data. See [Change a dashboard's data or copy it](https://mammoth.io/docs/learn/dashboards/change-data-and-export/#build-a-copy-of-a-dashboard-on-another-dataset). |
| **Save as template** | Saves it as a workspace template. See [Start from a template](https://mammoth.io/docs/learn/dashboards/templates/). |

## Duplicate a dashboard

Open the dashboard in the editor and choose **Duplicate** from the **Publish** caret menu. The copy opens in the editor. Duplicate isn't in the library's row menu.

## Archive or delete a dashboard

**Archive** hides a dashboard from the library. Show archived items with the **Archived** filter, and use **Restore from archive** to bring one back.

**Delete** moves a dashboard to Trash:

1. In the library, open the row's **⋯** menu and click **Delete**.
2. Confirm in the dialog. If the board is embedded, the dialog warns "Deleting breaks 2 embeds: intranet.example.com, wiki.example.com".

A deleted dashboard is unpublished, so its share link stops working. You can restore it from Trash during the Trash retention period. A restored dashboard comes back as a **draft** and keeps its link and sharing settings, so publishing again is one click. See [Get things back from Trash](https://mammoth.io/docs/learn/organise/trash/).

## Who can see and edit a dashboard

Each dashboard belongs to a project, and everyone in that project has access to it. People you invite from the Share panel are always viewers. See [Publish and share a dashboard](https://mammoth.io/docs/learn/share-and-export/share-a-dashboard/).

## Limits

- Bulk **Add to collection**: all selected dashboards must be in one project.
- A dashboard whose pages read more than one table can only be copied within its own project, can't be saved as a template, and can't be exported to Power BI or Tableau. See [Change a dashboard's data or copy it](https://mammoth.io/docs/learn/dashboards/change-data-and-export/).

## Troubleshooting managing dashboards

| Message | Cause | Fix |
| --- | --- | --- |
| "Pick dashboards from one project to add them to a collection together" | The selection spans projects. | Select dashboards from one project. |

## Related

- [Edit with AI in the dashboard editor](https://mammoth.io/docs/learn/dashboards/editor/): History and discarding unpublished changes.
- [Change a dashboard's data or copy it](https://mammoth.io/docs/learn/dashboards/change-data-and-export/): rebuild on other data, copy, or export to Power BI and Tableau.
- [Publish and share a dashboard](https://mammoth.io/docs/learn/share-and-export/share-a-dashboard/): publish, share links and the carousel.
- [Collections](https://mammoth.io/docs/learn/share-and-export/collections/): share several dashboards as one.
- [Audience and engagement](https://mammoth.io/docs/learn/share-and-export/audience/): who reads your dashboards.
- [Fix dashboard problems](https://mammoth.io/docs/learn/dashboards/troubleshooting/): stale data, blank boards and share links.

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Source: https://mammoth.io/docs/learn/dashboards/manage.md · Updated: 2026-11-08