How do I control who can see a dashboard?

In Salesforce, you do not control dashboard visibility on the dashboard itself. Instead, access is determined by the Folder where the dashboard is stored. If a user has access to the folder, they can see the dashboard.

Step 1: The "Private" vs. "Shared" Rule

When you create a dashboard, it is often saved in your Private Dashboards folder by default.

Private Folders: Only you can see the contents. Even System Administrators cannot see into your private folders unless they have specific “View All Data” permissions.
Shared/Public Folders: To let others see your dashboard, you must move it to a folder that has been shared with them.

Step 2: How to Share a Dashboard Folder

Navigate to the Dashboards tab.
In the left sidebar, click All Folders.

How do I control who can see a dashboard? | Salesforce | Step 1

Find the folder containing your dashboard. Click the arrow icon on the far right of the folder row and select Share.
In the “Share With” dropdown, choose who to grant access to:

How do I control who can see a dashboard? | Salesforce | Step 1.1

Users: Specific individuals.
Roles: Everyone in a certain position.
Public Groups: A pre-defined team (e.g., Marketing Team).

Select the Access Level:
- View: Can see and refresh the dashboard.
- Edit: Can change the charts and layout.
- Manage: Can delete the folder or change who it is shared with.
Click Share and then Done.

Step 3: The "Running User" (The Security "Lens")

Even if someone can see the dashboard, the data they see inside the charts depends on the Running User setting.

How do I control who can see a dashboard? | Salesforce | Step 2

Open your dashboard and click Edit.
Click the Gear Icon (Settings) in the top right.
Under View Dashboard As, choose one of these options:
- Me (The Creator): Everyone sees exactly what you see. This is useful for “Big Picture” leadership dashboards.
- Another Person: Everyone sees data through that specific person’s security permissions.
- The Dashboard Viewer: This turns it into a Dynamic Dashboard. Each person sees only the records they own or have access to.

Step 4: Important: Source Report Access

A common “Instructional Designer” troubleshooting tip: If a user can see the dashboard but the charts say “Error: Insufficient Privileges,” they do not have access to the Source Report folder.

You must share the Report Folder with the same users/groups you shared the Dashboard Folder with.

Last Updated 2nd February 2026.

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