Sharing Your Salesforce Dashboard: A Guide to Public Folders and Access Control
Salesforce Dashboards are powerful tools for visualizing your data and gaining insights. But what if you want to share those insights with others who don't have Salesforce access? This is where the concept of public folders and access control comes into play.
Can anyone access my Salesforce Dashboard?
The answer is not directly, but you can create a public folder and share it with anyone. Here's how:
What are Public Folders in Salesforce?
Public folders are a specific type of folder in Salesforce that allow you to store and share content, such as reports, dashboards, and other Salesforce objects, with users outside of your Salesforce organization. This is useful for:
- Sharing dashboards with clients: You can easily share your insights and progress with your clients without granting them full Salesforce access.
- Collaboration with external partners: If you need to share data with external partners, public folders provide a secure and controlled way to do so.
- Sharing dashboards with stakeholders: You can easily share your dashboards with internal stakeholders who may not have Salesforce access, such as executives or board members.
How to Create a Public Folder
- Navigate to Setup: Click on the gear icon in the top right corner of your Salesforce interface and select Setup.
- Search for "Public Folders": In the search bar, type "Public Folders" and select Public Folders.
- Create a New Folder: Click on New to create a new Public Folder.
- Configure Folder Details: Provide a name for your folder and set the appropriate access levels.
- Save: Click on Save.
Understanding Access Control for Public Folders
You can control who can access your public folder and what level of access they have. There are different levels of access:
- View: Allows users to view the contents of the folder but not edit them.
- Edit: Allows users to view and edit the contents of the folder.
- Manage: Allows users to manage the contents of the folder, including adding, removing, and editing items.
Important: You must set the "Public" setting to "Yes" for anyone outside your Salesforce organization to access the folder.
Adding Your Dashboard to a Public Folder
- Open your Dashboard: Navigate to the dashboard you want to share.
- Click on the "Share" button: This button is located in the top-right corner of the dashboard.
- Select "Public Folders": Choose the appropriate public folder you created earlier.
- Select the desired access level: Choose the access level you want to grant for this specific dashboard (View, Edit, or Manage).
- Save changes: Click on Save.
Now, anyone with the appropriate access level can view your dashboard in the public folder you created.
Key Considerations for Sharing Dashboards via Public Folders
- Security: Always be mindful of security when using public folders. Only grant access to individuals or groups you trust.
- Data Sensitivity: Avoid sharing sensitive data through public folders. Consider using different methods for sharing sensitive information.
- Transparency: Clearly inform users of the intended use of the public folder and the data contained within it.
- Regular Review: Regularly review the access levels and contents of your public folders to ensure they remain secure and relevant.
Conclusion
Public folders in Salesforce provide a valuable tool for sharing dashboards with users outside of your Salesforce organization. By understanding how to create and manage public folders, you can easily share insights with clients, partners, and stakeholders, all while maintaining security and control over your data.