Personalize a Dashboard

You can use personal dashboards to display the specific information you want to see. You can create a tabbed dashboard with multiple pages. Then, add stock or custom portlets.
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You can use personal dashboards to display the specific information you want to see. You can create a tabbed dashboard with multiple pages. Then, add stock or custom portlets.
You can share a dashboard and view dashboards that other users have shared with you. You can also export a dashboard or portlet to Microsoft Excel or PowerPoint.
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Dashboard and Portlet Differences
The following table highlights the functional differences between a dashboard and portlet page.
Functionality
Dashboard
Portlet Page
Exported Output
Fit to page
One portlet per slide or sheet
Fit to page
Sharing with specific users
Yes
No
Page type
Page with tabs
Page without tabs
Page with tabs
Page without tabs
Portlet layout
Two-column templates
Three-column templates
Two-column templates
Three-column templates
Row layout
Dashboard Examples
The following examples show how team members and a team manager can use a dashboard.
Example 1: Project Status
Karen, a team member who tracks the project information for multiple projects, creates a dashboard with tabs. From the details page of the new dashboard, Karen creates the portlets to show the dashboard data. The portlets include the following information:
  • Project Risks
  • Budget
  • Resource Allocation
  • Milestones
Karen configures her dashboard by determining which portlets to present on each tab. She adjusts the layout of portlets by dragging-and-dropping the portlets into position on the tab layout . She adds a filter to find information for all of the portlets simultaneously. She can also export a copy of the data to PowerPoint.
Before each weekly team meeting, Karen views the dashboard to monitor her projects, exports the results to PowerPoint, and provides the information to her team leader. The team leader includes the PowerPoint slides in the regular team meeting agenda to provide status.
Example 2: Task Status
Roberto, a team member who does not have the right to create dashboards, navigates to Dashboards. Roberto can see two dashboards that his team manager shares with him: Security Development Team and Weekly Time Entries. Roberto views the Security Development Team dashboard. He sees that he has five assigned development tasks and three software bugs. He clicks the first task to get more information and starts working on the task.
Example 3: Team Status
Stan, the team manager creates a dashboard with two tabs: Team Work and Team Status. He populates the tabs with portlets that were created before with stock portlets. Stan adds the following portlets:
  • Team Members
  • Bugs and Issues by Components
  • Tasks by Team Member
  • Time Entries by Team member
  • Work Completed and Work Remaining
Stan does not allow others to personalize his dashboard. He shares the dashboard with the entire OBS development unit and the executive management team to view portlets in the dashboard.
Dashboard Prerequisites
Your administrator assigns you the following required global access rights to work with dashboards and portlets:
  • Dashboard - Create    
    Allows you to create a dashboard.
  • Dashboard - Navigate    
    Provides access to the Dashboards link in the Personal menu.
  • Portlet - Create  
    Allows you to create a portlet.
  • Portlet - Navigate    
    Provides access to the Portlets link in the Personal menu.
Access to a dashboard does not automatically include access to the project information. You must also have access rights to the information displayed on a dashboard. If you share a dashboard, the other users must also have the right to see the shared information.
Sharing a dashboard with a user does not automatically ensure that the user can see the dashboard. The user must separately have the
Dashboard - Navigate
right assigned to them so that the Dashboard option appears in the
Personal
menu.
Before you set up a dashboard, consider the following points:
  • The number of portlets you plan to include.
    This information helps you to determine if you need tabbed pages.
  • How the portlets present information.
    You can plan for the visual presentation of graphs or the statistical presentation that is possible with rows and columns.
  • The users with whom you can share.
    Some users do not have rights to the information you are presenting in portlets. In addition, consider individuals to whom you can give manager privileges for your dashboard.
Create a Dashboard
When you create a dashboard, you are given the ability to view and manage the dashboard.
Follow these steps:
  1. Open
    Home
    , and from
    Personal
    , click
    Dashboards
    .
  2. Click New.
  3. Complete the requested information. The following fields require explanation.
    • Type
      Specifies if the dashboard is a single page or tabbed pages.
      Select
      Page with Tabs
      to add tabs to the dashboard.
    • Personalizable
      Specifies if the users with whom you share a dashboard can change the copy that appears in their dashboards list. Any personal changes to a dashboard are local to the user who makes them. The changes are overwritten when the owner of the dashboard, or a user with administrator privileges, publishes new changes.
  4. Save your changes.
Configure the Dashboard Layout
A layout template provides a guideline for your displayed dashboard. A layout template determines the number of portlets appearing in a row and the percentage width for each portlet position. If a portlet is large (a grid portlet with many columns), it can exceed the allotted space in a row. In this case, the portlet is not truncated. However, you can accommodate a larger size by moving portlets to another row when the dashboard displays. As a result, a displayed dashboard does not look exactly the way you design it in the
Content and Layout
section.
To lay out a dashboard, select a template layout and then add portlets and drag them to the position in the
Content and Layout
section. Use the
Dashboard Details
page to complete the dashboard layout. From the details page, you can also complete the following tasks:
  • Create portlets.
  • Add portlets that you create and stock portlets to which you have access.
  • Select a layout template.
  • Drag-and-drop portlets into the appropriate positions.
  • View the dashboard.
  • Export dashboard information.
  • Share the dashboard.
You can configure a dashboard layout with or without tabs.
Configure a Dashboard Without Tabs
You can add existing portlets to a dashboard.
Follow these steps:
  1. Open
    Home
    , and from
    Personal
    , click
    Dashboards
    .
  2. Open the details page for the dashboard.
  3. Click the
    Add Portlet
    icon in the
    Content and Layout
    section.
  4. Select the check box for each portlet and click
    Add
    .
  5. Select the layout template.
    You can mouseover each template in the list for the column format it represents. The template that you select determines how many columns appear on the dashboard. This selection also defines the percentage of the dashboard allotted to each column.
  6. Drag-and-drop to arrange the portlets in the order you want.
  7. Save your changes.
Configure a Dashboard with Tabs
When you create a dashboard, designate the
Type
as
Page with Tabs
to add tabs to the dashboard. You can add a tab to the dashboard and can add portlets to that tab.
Follow these steps:
  1. Open
    Home
    , and from
    Personal
    , click
    Dashboards
    .
  2. Open the details page for the dashboard with the
    Page with Tabs
    type.
  3. Click the
    Add Tab
    icon in the
    Content and Layout
    section.
  4. Complete the requested information and save your changes.
Add a Portlet to a Dashboard
You can add portlets to a dashboard.
Follow these steps:
  1. Open
    Home
    , and from
    Personal
    , click
    Dashboards
    .
  2. Open the details page for the dashboard.
  3. Select the tab to be configured in the
    Contents and Layout
    section.
  4. Click the
    Add Portlet
    icon in the
    Content and Layout
    section.
  5. Select the check box for each portlet to add to the dashboard, and click
    Add
    .
  6. Select the layout template.
    You can mouseover each template in the list for the column format it represents. The template that you select determines how many columns appear on the dashboard and the percentage of the dashboard allotted to each column.
  7. Drag-and-drop the portlet icons into the position on the tab.
  8. Save your changes.
  9. Repeat these steps to configure each tab.
 
Share a Dashboard
You can share a dashboard with a user, a group of users, or an OBS group. When you share, the dashboard appears in the user list of dashboards for viewing. By default, when you share with a user, they have view only rights.
You can also assign manager rights to a user. The rights let the user change and publish the dashboard to all who can view the dashboard. Give the permission to only a few trusted users.
You can also allow a user to change the shared copy of the dashboard that appears in the user dashboard list. The changes apply only to the user version and other users cannot view them. The changes remain in the user copy until the owner of the dashboard, or a user with manager rights publishes changes. The latter overwrites all personalized changes.
Follow these steps:
  1. Open
    Home
    , and from
    Personal
    , click
    Dashboards
    .
  2. Open the details page for the dashboard, and open the
    Actions
    menu, and click
    Sharing
    .
  3. Click the appropriate menu to add a resource, group, or OBS unit.
    Click
    Full View
    to see the names of users who have access to the dashboard through means other than sharing.
  4. Click
    Add
    .
  5. Select the individuals, groups, and OBS groups with whom you want to share, and click
    Add
    .
  6. To assign manager rights, select a user on the
    Resources
    page. Select
    Manager
    from the drop-down in the
    Access Right
    column.
  7. Save your changes.
Personalize a Shared Dashboard
You can personalize another user dashboard that is shared with you if you have Manager access to that dashboard. The changes that you make are visible only to you and not to other users who view the dashboard. If the creator of the dashboard modifies and publishes the dashboard, your personal changes are lost.
You can personalize:
  • Dashboard name and description.
  • Dashboard content. You can add and remove portlets.
  • Page filters for the portlets.
  • Portlet layout.
Follow these steps:
  1. Open
    Home
    , and from
    Personal
    , click
    Dashboards
    .
  2. Open the details page for the dashboard, open the
    Actions
    menu, and click
    View Dashboard.
  3. Click
    Personalize
    .
  4. Select the appropriate menu and modify the dashboard.
  5. Save your changes.
Publish a Dashboard
A dashboard manager can publish changes to a dashboard. When a dashboard manager publishes, the new changes affect every user who can view the dashboard. If a user personalizes the dashboard, the changes are overwritten by the new changes being published.
Follow these steps:
  1. Open
    Home
    , and from
    Personal
    , click
    Dashboards.
  2. Click the name of the dashboard to change and publish.
  3. Change the dashboard, if necessary, and click
    Save
    .
  4. Click
    Publish
    , and then click
    Yes
    to publish.
Export a Dashboard
You can export a dashboard from the details page, or from a dashboard that is displayed for viewing. You can export the contents of a dashboard or an individual portlet in a dashboard to Microsoft Excel or PowerPoint. The maximum export size for Excel and PowerPoint is 300 records. However, there is no limit when you use the
Export to Excel (Data Only)
option.
You can fit the exported information to a page in PowerPoint. You can also place each exported portlet on a separate page. This approach avoids squeezing all the portlets onto a single page as they appear in a dashboard.
  • To export each portlet to a separate page with the current dashboard size, select
    One Portlet per Slide/Sheet
    .
  • To export each portlet to a separate page and fit the portlet to the page, select both
    One Portlet per Slide/Sheet
    and
    Fit to Page
    .
  • To fit all the exported portlets on a single sheet or page, verify that both check boxes are clear. Some portlets can be truncated if the number of portlets is larger than the PowerPoint page can accommodate while you export to PowerPoint.
Follow these steps:
  1. Open
    Home
    , and from
    Personal
    , click
    Dashboards
    .
  2. Open the details page for the dashboard.
  3. Select the appropriate check boxes for the
    Export
    field, to indicate how you want the portlets to appear.
  4. Open the
    Actions
    menu and click
    Export to Excel
    or
    Export to PowerPoint
    .
Export a Portlet
To export an individual portlet, first display the dashboard. Some stock portlets are restricted and cannot be exported.
If you are exporting a chart portlet, the chart displays in native Microsoft Office chart format.
Follow these steps:
  1. Open
    Home
    , and from
    Personal
    , click
    Dashboards
    .
  2. Open the details page for the dashboard, open the
    Actions
    menu, and click
    View Dashboard.
  3. Open the
    Options
    menu on the portlet that you want to export and select one of the following options:
    • Export to Excel (Data Only)
      . Includes the portlet information but does not include charts.
    • Export to Excel
      . Includes the portlet information and any portlet charts.
    • Export to PowerPoint
      . Includes the portlet information and any portlet charts.
    The File Download dialog appears.
  4. Click
    Open
    to display the file without saving, or click Save to save the file.
Remove a Portlet from the Dashboard
Removing a portlet from a dashboard does not delete it. To delete the portlet permanently, delete it from the portlets
list page.
Follow these steps:
  1. Open
    Home
    , and from
    Personal
    , click
    Dashboards
    .
  2. Open the details page for the dashboard.
  3. Click the Remove icon on the portlet in the
    Content and Layout
    section.
  4. Save your changes.