---
title: "Analytics Dashboard"
slug: "analytics-dashboard-1"
updated: 2025-10-10T15:28:00Z
published: 2025-10-10T15:28:00Z
canonical: "docs.visualvault.com/analytics-dashboard-1"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.visualvault.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Analytics Dashboard

**Analytics Dashboards** present data with a highly intuitive interface. As a web-based interface, this dynamic feature enables users to explore data using filters, drill-down features, and other tools.

![The Analytics Dashboard](https://cdn.document360.io/10763bcf-f13e-488f-9c3e-d6737c42ab5e/Images/Documentation/image-1673559502969.png?sv=2026-02-06&spr=https&st=2026-10-13T13%3A39%3A46Z&se=2026-10-13T14%3A39%3A46Z&sr=c&sp=r&sig=%2Bg4%2FG4ZYUdserDRKTw8SoJjnNObyE54dqFGI0oSkbwM%3D)

## **Objective**

Analytics Dashboards allow organizations to present business data in a visually engaging and actionable format. Analytics Dashboards are most commonly embedded on user homepages in VisualVault, allowing users to monitor the metrics that matter most as soon as they log in.

From an administrative perspective, Analytics Dashboards centralize reporting and analytics management, making it easy to distribute data securely across departments, roles, or individual users.

## **Description**

### **Key Functionality**

- **Dashboard Management:** Create, duplicate, edit, or delete dashboards from the VisualVault Dashboards page.
- **Permission Control:** Assign viewer, editor, or owner permissions to user groups to control access and administrative rights.
- **Secure Access:** Ensure dashboards are only visible to authenticated users and prevent access by the Public group.
- **Shareable Links:** Generate dashboard URLs for sharing or embedding within VisualVault forms, workflows, or external communications.
- **Pre-Filled Parameters:** Use query strings to share dashboards with predefined parameter values for consistent reporting across automated processes.
- **Workspace Integration:** Embed dashboards into user Workspaces to provide role-specific analytics on login.

### Quickstart

#### **VisualVault Dashboard Page**

The VisualVault Analytics Dashboard page is where **administrators** manage Analytics Dashboards. This page should primarily be [accessed](/v1/docs/analytics-dashboard-1#accessing-the-visualvault-dashboard-page) only by users with **VaultAccess**. Users with **VaultAdmin, Owner,** or **Editor** permission to one or many dashboards should also be able to access this page.

![](https://cdn.document360.io/10763bcf-f13e-488f-9c3e-d6737c42ab5e/Images/Documentation/Dashboard%20view(1).png?sv=2026-02-06&spr=https&st=2026-10-13T13%3A39%3A46Z&se=2026-10-13T14%3A39%3A46Z&sr=c&sp=r&sig=%2Bg4%2FG4ZYUdserDRKTw8SoJjnNObyE54dqFGI0oSkbwM%3D)

> [!NOTE]
> For users who need to **view and interact** with Analytics Dashboards, the dashboard should be embedded in other locations, such as on a [Workspace](/v1/docs/user-guide-doc-1).

#### Dashboard Options

The following buttons can be found in the Dashboards page and are used for managing dashboards. VaultAccess users have access to all these items.

![](https://cdn.document360.io/10763bcf-f13e-488f-9c3e-d6737c42ab5e/Images/Documentation/image(155).png?sv=2026-02-06&spr=https&st=2026-10-13T13%3A39%3A46Z&se=2026-10-13T14%3A39%3A46Z&sr=c&sp=r&sig=%2Bg4%2FG4ZYUdserDRKTw8SoJjnNObyE54dqFGI0oSkbwM%3D) Clicking the **New Dashboard** button will open a new Dashboard Designer page.

![](https://cdn.document360.io/10763bcf-f13e-488f-9c3e-d6737c42ab5e/Images/Documentation/image(156).png?sv=2026-02-06&spr=https&st=2026-10-13T13%3A39%3A46Z&se=2026-10-13T14%3A39%3A46Z&sr=c&sp=r&sig=%2Bg4%2FG4ZYUdserDRKTw8SoJjnNObyE54dqFGI0oSkbwM%3D) To delete dashboards, first, select the dashboard(s) to be deleted using the checkboxes on the side of each row, then click the **Delete** button. Only VaultAccess and Owners can delete dashboards.

![](https://cdn.document360.io/10763bcf-f13e-488f-9c3e-d6737c42ab5e/Images/Documentation/image(162).png?sv=2026-02-06&spr=https&st=2026-10-13T13%3A39%3A46Z&se=2026-10-13T14%3A39%3A46Z&sr=c&sp=r&sig=%2Bg4%2FG4ZYUdserDRKTw8SoJjnNObyE54dqFGI0oSkbwM%3D) The **email** icon opens an email draft containing links to the dashboard.

![](https://cdn.document360.io/10763bcf-f13e-488f-9c3e-d6737c42ab5e/Images/Documentation/image(158).png?sv=2026-02-06&spr=https&st=2026-10-13T13%3A39%3A46Z&se=2026-10-13T14%3A39%3A46Z&sr=c&sp=r&sig=%2Bg4%2FG4ZYUdserDRKTw8SoJjnNObyE54dqFGI0oSkbwM%3D) The **picture** icon opens the dashboard in viewer mode. This is only accessible to users who have at least Viewer permission to the dashboard.

![](https://cdn.document360.io/10763bcf-f13e-488f-9c3e-d6737c42ab5e/Images/Documentation/image(159).png?sv=2026-02-06&spr=https&st=2026-10-13T13%3A39%3A46Z&se=2026-10-13T14%3A39%3A46Z&sr=c&sp=r&sig=%2Bg4%2FG4ZYUdserDRKTw8SoJjnNObyE54dqFGI0oSkbwM%3D) The **pencil** icon opens the Dashboard Designer in edit mode. This is only accessible to users who have at least Editor permission to the dashboard.

![](https://cdn.document360.io/10763bcf-f13e-488f-9c3e-d6737c42ab5e/Images/Documentation/image(160).png?sv=2026-02-06&spr=https&st=2026-10-13T13%3A39%3A46Z&se=2026-10-13T14%3A39%3A46Z&sr=c&sp=r&sig=%2Bg4%2FG4ZYUdserDRKTw8SoJjnNObyE54dqFGI0oSkbwM%3D) The **copy** button opens a window allows Owners to duplicate the dashboard.

![](https://cdn.document360.io/10763bcf-f13e-488f-9c3e-d6737c42ab5e/Images/Documentation/image(165).png?sv=2026-02-06&spr=https&st=2026-10-13T13%3A39%3A46Z&se=2026-10-13T14%3A39%3A46Z&sr=c&sp=r&sig=%2Bg4%2FG4ZYUdserDRKTw8SoJjnNObyE54dqFGI0oSkbwM%3D)

> [!NOTE]
> When a dashboard is copied, the user who copied the dashboard will be assigned as **Owner** to the dashboard. Any security permissions that existed on the original dashboard will **not** be applied to the duplicate.

![](https://cdn.document360.io/10763bcf-f13e-488f-9c3e-d6737c42ab5e/Images/Documentation/image(161).png?sv=2026-02-06&spr=https&st=2026-10-13T13%3A39%3A46Z&se=2026-10-13T14%3A39%3A46Z&sr=c&sp=r&sig=%2Bg4%2FG4ZYUdserDRKTw8SoJjnNObyE54dqFGI0oSkbwM%3D) The **lock** icon allows **Owners** and **VaultAccess** users to modify the [security permissions](/v1/docs/analytics-dashboard-1#security-and-access) of the dashboard. This is also where the name and description of the dashboard can be updated.

## Walkthrough

This section walks administrators through the key steps in managing Analytics Dashboards, from creating a new dashboard to setting access permissions and sharing dashboards securely.

### Accessing the VisualVault Dashboard Page

By default, the VisualVault Analytics Dashboard page is **not** available in the default menu or through the control panel.

#### Direct URL Access

The VisualVault Dashboard Page can be accessed directly by typing the suffix /Dashboards into the VisualVault URL.

This will look like the following link, where the SITE, CUSTOMER, and DATABASE are replaced with the customer information:

https://SITE.visualvault.com/app/CUSTOMER/DATABASE/Dashboards

#### Adding a Menu Item

For sites where frequent access to the Analytics Dashboard designer is needed, access to the Dashboards page [can be added to the top menu bar](/v1/docs/adding-menu-items). Configure this menu item to be visible only to users who will create or manage dashboards, **not** those who need to view dashboards.

![](https://cdn.document360.io/10763bcf-f13e-488f-9c3e-d6737c42ab5e/Images/Documentation/Add Menu(2).png?sv=2026-02-06&spr=https&st=2026-10-13T13%3A39%3A46Z&se=2026-10-13T14%3A39%3A46Z&sr=c&sp=r&sig=%2Bg4%2FG4ZYUdserDRKTw8SoJjnNObyE54dqFGI0oSkbwM%3D)

### **Create a New Dashboard**

To create a new Analytics Dashboard, you must be a member of the **VaultAccess** group. Only VaultAccess users can create a blank dashboard from scratch. However, users with **Editor** or **Owner** permissions can also create new dashboards by duplicating existing ones.

**To create a new dashboard:**

1. From [the Dashboards page](/v1/docs/analytics-dashboard-1#visualvault-dashboard-page), select the **New Dashboard** icon. The Dashboard Designer will open.
2. Select the Dashboard Menu (☰) in the upper left corner and click **New…** or click **Create.**

![](https://cdn.document360.io/10763bcf-f13e-488f-9c3e-d6737c42ab5e/Images/Documentation/image(167).png?sv=2026-02-06&spr=https&st=2026-10-13T13%3A39%3A46Z&se=2026-10-13T14%3A39%3A46Z&sr=c&sp=r&sig=%2Bg4%2FG4ZYUdserDRKTw8SoJjnNObyE54dqFGI0oSkbwM%3D)
3. Type the **Dashboard Name.**
4. Click **Create Data Source.**

![](https://cdn.document360.io/10763bcf-f13e-488f-9c3e-d6737c42ab5e/Images/Documentation/image(175).png?sv=2026-02-06&spr=https&st=2026-10-13T13%3A39%3A46Z&se=2026-10-13T14%3A39%3A46Z&sr=c&sp=r&sig=%2Bg4%2FG4ZYUdserDRKTw8SoJjnNObyE54dqFGI0oSkbwM%3D)
5. In the **Dashboard Data Source Wizard**, select the data source type and connection.

![](https://cdn.document360.io/10763bcf-f13e-488f-9c3e-d6737c42ab5e/Images/Documentation/image(170).png?sv=2026-02-06&spr=https&st=2026-10-13T13%3A39%3A46Z&se=2026-10-13T14%3A39%3A46Z&sr=c&sp=r&sig=%2Bg4%2FG4ZYUdserDRKTw8SoJjnNObyE54dqFGI0oSkbwM%3D) > ![](https://cdn.document360.io/10763bcf-f13e-488f-9c3e-d6737c42ab5e/Images/Documentation/image(171).png?sv=2026-02-06&spr=https&st=2026-10-13T13%3A39%3A46Z&se=2026-10-13T14%3A39%3A46Z&sr=c&sp=r&sig=%2Bg4%2FG4ZYUdserDRKTw8SoJjnNObyE54dqFGI0oSkbwM%3D)
  1. For form data, select **Database** > **VisualVault Forms**
  2. For document, project, or training views, select **Database** > **VisualVault**
  3. For data warehouse, select **JSON** > **VisualVault Data Warehouse**
6. Click **Run Query Builder** or manually type the SQL string. For more information, see [Query Builder](/v1/docs/reporting-query-builder).
7. Once the query is built, select **Finish**.

![](https://cdn.document360.io/10763bcf-f13e-488f-9c3e-d6737c42ab5e/Images/Documentation/image(173).png?sv=2026-02-06&spr=https&st=2026-10-13T13%3A39%3A46Z&se=2026-10-13T14%3A39%3A46Z&sr=c&sp=r&sig=%2Bg4%2FG4ZYUdserDRKTw8SoJjnNObyE54dqFGI0oSkbwM%3D)

1. Click **Create**.

![](https://cdn.document360.io/10763bcf-f13e-488f-9c3e-d6737c42ab5e/Images/Documentation/image(174).png?sv=2026-02-06&spr=https&st=2026-10-13T13%3A39%3A46Z&se=2026-10-13T14%3A39%3A46Z&sr=c&sp=r&sig=%2Bg4%2FG4ZYUdserDRKTw8SoJjnNObyE54dqFGI0oSkbwM%3D)

1. Drag and drop any dashboard item onto the design board.
2. Open the Dashboard Menu (☰) in the upper left corner and click and click **Save**.

![](https://cdn.document360.io/10763bcf-f13e-488f-9c3e-d6737c42ab5e/Images/Documentation/image(179).png?sv=2026-02-06&spr=https&st=2026-10-13T13%3A39%3A46Z&se=2026-10-13T14%3A39%3A46Z&sr=c&sp=r&sig=%2Bg4%2FG4ZYUdserDRKTw8SoJjnNObyE54dqFGI0oSkbwM%3D)

### Security and Access

Each dashboard in VisualVault has its own security configuration, allowing administrators to control who can view, edit, or manage dashboard settings. Security is managed by assigning permissions to **groups**, not individual users. This practice ensures consistent access control and reduces administrative maintenance when users change roles or leave the organization.

To configure dashboard security:

1. From the **VisualVault Dashboards** page, click the **Security** icon ![](https://cdn.document360.io/10763bcf-f13e-488f-9c3e-d6737c42ab5e/Images/Documentation/image(161).png?sv=2026-02-06&spr=https&st=2026-10-13T13%3A39%3A46Z&se=2026-10-13T14%3A39%3A46Z&sr=c&sp=r&sig=%2Bg4%2FG4ZYUdserDRKTw8SoJjnNObyE54dqFGI0oSkbwM%3D) under the *Options* column.
2. In the **Details and Security** window, select the desired group(s) from the **Available Users** list.
3. Assign the appropriate permission level using the buttons provided (see [permission matrix](/v1/docs/analytics-dashboard-1#user-groups-and-permissions) below).
4. Observe that the selected group is shown in the **Assigned Users** list.
5. Click **Save** to apply changes.

![](https://cdn.document360.io/10763bcf-f13e-488f-9c3e-d6737c42ab5e/Images/Documentation/image(177).png?sv=2026-02-06&spr=https&st=2026-10-13T13%3A39%3A46Z&se=2026-10-13T14%3A39%3A46Z&sr=c&sp=r&sig=%2Bg4%2FG4ZYUdserDRKTw8SoJjnNObyE54dqFGI0oSkbwM%3D)

### Sharing Analytics Dashboards

Administrators and users with at least **Viewer** permission can open dashboards directly from the **VisualVault Dashboards** page.

> [!NOTE]
> If a user does not have at least **Editor** permission, it is not recommended that they access a dashboard through the Dashboards page. Instead, administrators should share the URL of the dashboard or embed it in other areas of VisualVault, such as a workspace or menu item.

**To view a dashboard from the Dashboards page:**

1. Locate the dashboard in the list.
2. Click the **View** icon ![](https://cdn.document360.io/10763bcf-f13e-488f-9c3e-d6737c42ab5e/Images/Documentation/image(158).png?sv=2026-02-06&spr=https&st=2026-10-13T13%3A39%3A46Z&se=2026-10-13T14%3A39%3A46Z&sr=c&sp=r&sig=%2Bg4%2FG4ZYUdserDRKTw8SoJjnNObyE54dqFGI0oSkbwM%3D) to open it in view mode.

For users who do not have access to the Dashboards page, dashboards can be shared through a **secure link**.

**Administrators can obtain a dashboard’s shareable link in two ways:**

**Option 1 – Email Icon:** From the **VisualVault Dashboards** page, click the **Email** icon ![](https://cdn.document360.io/10763bcf-f13e-488f-9c3e-d6737c42ab5e/Images/Documentation/image(162).png?sv=2026-02-06&spr=https&st=2026-10-13T13%3A39%3A46Z&se=2026-10-13T14%3A39%3A46Z&sr=c&sp=r&sig=%2Bg4%2FG4ZYUdserDRKTw8SoJjnNObyE54dqFGI0oSkbwM%3D) for the desired dashboard. This generates an email that includes the dashboard URL. You can send this directly to users or copy the link for use elsewhere.

**Option 2 – Direct URL:** From the **VisualVault Dashboards** page, click the **View** icon ![](https://cdn.document360.io/10763bcf-f13e-488f-9c3e-d6737c42ab5e/Images/Documentation/image(158).png?sv=2026-02-06&spr=https&st=2026-10-13T13%3A39%3A46Z&se=2026-10-13T14%3A39%3A46Z&sr=c&sp=r&sig=%2Bg4%2FG4ZYUdserDRKTw8SoJjnNObyE54dqFGI0oSkbwM%3D) to open the dashboard in view mode. Then, copy the URL from your browser’s address bar.

> [!WARNING]
> Only users with at least **Viewer** permission can access the dashboard, even if they have the direct link. Analytics Dashboards **cannot** be viewed by Public (unauthenticated) users.

### **Sharing Dashboards with Pre-Filled Parameters**

In some cases, you may want a dashboard link to open with specific parameters already filled in. For example, a weekly email might include a link to a dashboard filtered automatically by date or department. This is accomplished by adding **query strings** to the dashboard URL.

> [!NOTE]
> **Important:** Query strings only work when the analytics dashboard already includes defined parameters that support filtering or data restriction.

#### **What Are Query Strings?**

A **query string** is a portion of a URL that passes values to a webpage. In dashboards, query strings can automatically populate dashboard parameters when the link is opened.

Example base URL:

https://SITE.visualvault.com/app/CUSTOMER/DATABASE/DashboardDesigner?dashboardId=7&mode=1

The portion after the question mark (`?`) is the query string. The `dashboardId` parameter identifies which dashboard to open and should not be modified.

#### **Writing Query Strings for Dashboards**

- Format: `&ParameterName=ValueToFillIn`
- Separate multiple parameters with `&`
- `ParameterName` must exactly match the parameter name defined in the dashboard
- Only **parameters** can be prefilled (not data fields)
- Dates must be in `MM/DD/YYYY` format
- Spaces and special characters must use **URL escape codes** (for example, `%20` instead of a space)

#### **Example Query String in Use**

To add the parameter `Position = Technical Support I`, add the following to an analytics dashboard URL:

https://SITE.visualvault.com/app/CUSTOMER/DATABASE/DashboardDesigner?dashboardId=7&mode=1&position=Technical%20Support%20I

## User Groups and Permissions

| **Action** | **VaultAccess** | **Owner** | **Editor** | **Viewer** |
| --- | --- | --- | --- | --- |
| View Dashboard | ✅ | ✅ | ✅ | ✅ |
| Duplicate Dashboard | ✅ | ✅ | ✅ | 🚫 |
| Edit Dashboard | ✅ | ✅ | ✅ | 🚫 |
| Create New Dashboard (blank) | ✅ | 🚫 | 🚫 | 🚫 |
| Modify Dashboard Name or Description | ✅ | ✅ | 🚫 | 🚫 |
| Assign or Modify Security Permissions | ✅ | ✅ | 🚫 | 🚫 |
| Delete Dashboard | ✅ | 🚫 | 🚫 | 🚫 |
| Share Dashboard via URL or Email | ✅ | ✅ | ✅ | ✅ |

> [!CAUTION]
> The **Public** group cannot be assigned any permissions. Analytics dashboards are restricted to authenticated VisualVault users.

## FAQ

****Who can create new dashboards in VisualVault?****

Only users in the **VaultAccess** group can create a new, blank dashboard from scratch. However, users with at least **Editor** permission can create a new dashboard by duplicating an existing one. This allows non-VaultAccess users to build on pre-configured dashboards without starting from an empty design.

****Can dashboards be embedded in Workspaces?****

Yes. Dashboards are most commonly displayed through **Workspace widgets**, allowing users to view live analytics directly on their homepage. When embedding a dashboard, administrators can use either a shared dashboard link or a specific dashboard ID. This enables customized Workspace views based on user roles, departments, or processes.

****What permissions are required to view a dashboard?****

A user or group must have at least **Viewer** permission assigned to the dashboard to open or generate it. Even if a user has the direct dashboard link, they cannot access the dashboard unless Viewer permission has been granted.

****What is the difference between Viewer, Editor, and Owner permissions?****

- **Viewer:** Can view dashboards but cannot edit or duplicate them.
- **Editor:** Includes Viewer permissions and adds the ability to edit or duplicate dashboards.
- **Owner:** Includes Editor permissions and adds the ability to manage dashboard security and modify details such as the dashboard name or description. For full details, see the [Permission Matrix](/v1/docs/analytics-dashboard-1#user-groups-and-permissions).

****Can dashboards be shared outside of VisualVault?****

Technically, yes, as the URL can be shared via email or any other web-based communication. However, Analytics Dashboards can only be accessed by **authenticated VisualVault users**, so the user must log in to VisualVault before a shared dashboard link will function.

****What happens if a user’s group permissions change?****

Dashboard access is tied to a user’s **group** assignment. If a user is removed from a group that has dashboard access, they will immediately lose those permissions. This is why assigning permissions at the group level, rather than to individual users, is considered best practice for managing long-term access.

A data warehouse is a central repository of information that can be analyzed to make more informed decisions. Data flows into a data warehouse from various sources, such as business processes, relational databases, and other sources throughout VisualVault when a defined Event occurs. Bringing together disparate information in this way allows administrators to then use the data warehouse for analytics and reporting.