Create a collection and add dashboards to it
A collection groups a project's dashboards so you can share them as one. Create and fill it from the Collections shelf in Dashboards (left sidebar). Project Admins and Project Editors of the project manage it. A dashboard can sit in several collections at once.
Find the Collections shelf
The Collections shelf is on the left of the Dashboards library. It lists the collections in projects you edit, each with how many dashboards it holds, with All dashboards at the top and Not in a collection below. Hide collections closes the shelf and Show collections opens it. With no collections yet, it reads "Group dashboards you share with the same people, then share them as one."
Click a collection to open it: the list shows only its dashboards, in viewer order, under the collection header.
Create a collection
- On the Collections shelf, click New collection (or New when the shelf is narrow).
- Enter a Name, for example "Q3 Board Pack".
- Optionally enter a Description. Viewers see it.
- If you edit more than one project, pick the Project.
- Click Create. You see "Collection created".
You can also start from dashboards you already picked: in Add to collection, click New collection with this dashboard. The dialog says how many will be added ("3 dashboards will be added") and the project is fixed to theirs.
Add dashboards to a collection
| Where | How |
|---|---|
| A dashboard's row | ⋯ → Add to collection…, then pick the collection |
| Several rows | Tick the rows, then click Add to collection in the bar. See Manage your dashboards |
| The collection header | Click Add dashboards, tick dashboards from the project, then click Add 3 (the button counts what you ticked) |
| The shelf | Drag a dashboard's row onto a collection ("Drop to add") |
Add to collection only lists collections in the dashboard's project ("Collections in Finance"); one the dashboard is already in shows Already in.
- A draft is published first: the dialog says "1 is a draft and will be published first." and the button reads Publish & add. A draft that can't be published isn't added ("1 draft couldn't be published, so it wasn't added."). In a collection that isn't shared yet, drafts stay drafts until you share it.
- A collection that is already shared: the dialog says how many people will see the dashboard and offers Email the 4 people about it (off by default). If the dashboard is in other shared collections, it warns that changes reach those people too.
Remove a dashboard from a collection
- Open the dashboard's ⋯ menu and click Remove from collection.
- Confirm in "Remove from Q3 Board Pack?".
People who see it only through this collection lose access; anyone it was shared with directly keeps it. The dashboard stays in the library.
Set the viewer order and short names
Set order in the collection header appears once it has two or more dashboards, and opens "Set the order".
- Drag a dashboard, or use the arrow keys, to reorder. Viewers see the first one on top.
- Type a Short name (optional) to replace the dashboard's title for these viewers only.
Save to see "Order saved". The library then lists the collection's dashboards "In viewer order".
Rename or delete a collection
Both are in the header's ⋯ menu.
- Rename and description opens "Rename collection". Change the Name or Description and click Save.
- Delete collection asks "Delete Q3 Board Pack?": "3 people lose access that came only through this collection. The dashboards stay." No dashboard is deleted, and direct shares stay. You see "Collection deleted".
Limits
| Item | Limit |
|---|---|
| Collection name | 120 characters |
| Description | 2,000 characters |
| Short name for a dashboard | 40 characters |
Related
- Share a group of dashboards with a collection: invite people and see activity.
- Manage your dashboards: the library and bulk add.
- Let viewers refresh a collection's data: uploads through Data refresh.
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