In any data-driven organization, dashboards play a crucial role in providing visibility into key metrics, performance trends, and operational insights. Dynamics 365 offers powerful dashboard capabilities that enable users to monitor business data in real time, from sales pipelines and service requests to finance and operations. However, these insights are most valuable when they are shared with the right teams or individuals.

Knowing how to share a dashboard in Dynamics 365 ensures that decision-makers, stakeholders, and team members all have access to the same actionable information. Whether you need to distribute dashboards across departments, collaborate on performance goals, or support role-based reporting, this blog walks you through the available sharing options and how to share dashboards in Dynamics 365.

Types of Dashboards in Dynamics 365

In Dynamics 365, dashboards serve as centralized views of data tailored to different roles and objectives. Understanding the distinction between System Dashboards and Personal Dashboards is essential before deciding how and with whom to share them.

1. System Dashboards

These are created by system administrators and are available to all users within a specific app or security role. They're typically used for organisation-wide metrics, KPIs, or departmental overviews, such as sales performance dashboards or service ticket queues. 

Because they are managed at the system level, they are not shared like personal dashboards; instead, they are assigned through security roles.

2. Personal Dashboards

These are created by individual users based on their preferences, data filters, or job responsibilities. They're great for custom views, individual goals, or temporary projects. Personal dashboards can be shared with other users or teams, and access can be tailored to allow viewing, editing, or further sharing.

Before you can share dashboards effectively in Dynamics 365, certain permissions and settings must be in place. Ensuring these foundational elements are set up correctly helps avoid access issues or sharing limitations later on.

Suggested Read: How to Create and Customize Dynamics 365 Dashboards

Prerequisites for Sharing Dashboards in Dynamics 365

To successfully share dashboards in Dynamics 365, it’s important to meet a few foundational conditions. These prerequisites ensure that both the user sharing the dashboard and the recipient have the correct roles, permissions, and access settings in place. 

Here are the key requirements to check before sharing a dashboard in Dynamics 365:

1. Appropriate Security Roles: The user sharing the dashboard must have a role with sufficient privileges to read, write, and share dashboards. For system dashboards, this typically requires a System Administrator or System Customizer role.
   
   
2. Ownership of the Dashboard: You can only share personal dashboards that you own. If someone else created the dashboard, they must either share it or reassign ownership to you.
   
   
3. Entity-Level Permissions: The user being granted access must have appropriate access to the entities displayed in the dashboard. Without access to the underlying data (e.g., leads, opportunities), the shared dashboard won’t display meaningful results.
   
   
4. Access Mode Settings: Users must not be in administrative or read-only modes that prevent interaction with shared content.

Once the prerequisites are met, you can proceed to selecting the most suitable method for sharing, customized to your business needs.

Choosing the Right Sharing Method in Dynamics 365

Dynamics 365 provides several ways to share dashboards, each suited to different scenarios from individual collaboration to broad organizational reporting. The right method depends on the dashboard type, the audience, and access control requirements.

Here are the primary ways to share dashboards in Dynamics 365:

• Direct sharing of personal dashboards is suitable for users who want to share their customized dashboards with specific individuals or teams. It works well for focused collaboration or individual performance tracking.

• Publishing system dashboards is best for dashboards that need to be visible organization-wide. These are typically used for high-level summaries and are centrally managed by administrators.

• Assigning dashboards to teams helps streamline access for group-based work. It allows an entire team to use the same dashboard without assigning access individually.

• Including dashboards in apps is ideal when dashboards are tied to specific business processes. This method ensures the right users see relevant dashboards within the apps they already use.

• Power BI embedded sharing supports advanced analytics and cross-platform sharing. It’s an excellent choice for more interactive dashboards or external visibility.

Now that you understand the various methods available for sharing dashboards, let’s walk through how to apply them. Each sharing method in Dynamics 365 has its own setup process depending on whether the dashboard is personal, system-based, embedded in apps, or integrated with Power BI.

How to Share Dashboards in Dynamics 365

Sharing a dashboard in Dynamics 365 isn’t just about access—it’s about making sure the right people have the right visibility into data that supports their decisions. With the right permissions and setup, you can share insights efficiently across individuals, teams, or entire departments.

Here’s a quick guide to how each sharing method is carried out:

1. Direct Sharing of Personal Dashboards

This method lets you share a dashboard you've personally created with selected users or teams. It’s great for collaborating on custom dashboards tied to your role or responsibilities.

Steps:

• Go to the Dashboards section in Dynamics 365.
• Click to open the Personal Dashboard you’ve created.
• In the top menu, click on the “Share Dashboard” button (usually represented by a small icon or dropdown in the ribbon).
• A dialog box will appear. Click “Add User/Team”.
• Search for and select the users or teams you want to share the dashboard with.
• After adding them, check the boxes for the specific permissions you want to assign (e.g., Read, Write, Delete, Append, Share, Assign).
• Click “Share” to confirm.

Tip: Only dashboards that you own can be shared. If you didn’t create it, you won’t see the share option.

2. Publishing System Dashboards

System dashboards are created and managed by administrators and are meant for broader, organization-level access.

Steps:

1. Go to Settings → Customization → Customize the System.
2. In the Default Solution, expand Entities, select the entity related to the dashboard, and then click Dashboards.
3. Create a new dashboard or open an existing one.
4. Set up your desired layout and components (charts, views, etc.).
5. Click Save and Close, then Publish All Customizations.
6. To control who sees the dashboard, navigate to Security Roles under Settings.
7. Open the appropriate security role(s) and ensure access to the dashboard is granted under the “Dashboards” tab.

Tip: Only users with matching security roles will be able to see system dashboards.

3. Assigning Dashboards to Teams

When dashboards need to be shared among a group (e.g., a sales team), assigning ownership to a team ensures everyone with the right permissions has access.

Steps:

• Navigate to the Dashboards area and locate your Personal Dashboard.
• Select the dashboard, then click the “Assign” button in the command bar.
• Choose Team as the new owner.
• Select the team from the list and confirm the assignment.
• Ensure that team members have access to the related data entities used in the dashboard.

Tip: Teams must already exist in your Dynamics 365 setup, and users must belong to those teams.

4. Including Dashboards in Apps

If you want users to access dashboards within a specific model-driven app, you can add them through the app designer.

Steps:

• Go to Apps under Advanced Settings or the Power Apps Maker Portal.
• Open the model-driven app where you want to add the dashboard.
• Click Edit to launch the App Designer.
• In the App Designer, go to the Dashboards section in the left navigation.
• Click Add Dashboard, and select the one you want to include.
• Save your changes and click Publish.
• Users with access to that app will now see the dashboard as part of the app experience.

Tip: Make sure the app’s security roles include access to the dashboard and the underlying data.

5. Power BI Embedded Sharing

Use this method to embed advanced dashboards built in Power BI directly into Dynamics 365. This allows for rich visuals and sharing flexibility.

Steps:

• Open Power BI and create your report/dashboard as usual.
• In Dynamics 365, go to Settings → Administration → System Settings.
• Under the Reporting tab, enable the Power BI visualization embedding setting.
• In Dynamics 365, navigate to Dashboards and click New → Power BI Dashboard.
• Choose the workspace and report you want to embed.
• Click Save and Close.
• To share the Power BI dashboard, go back to Power BI and use the Share button to invite users by email or assign access to a workspace.

Tip: Users must have the correct Power BI license and access to the report to view it inside Dynamics 365.

Once a dashboard is shared, it becomes a collaborative asset, one that should be both accessible and reliable. To ensure it serves its purpose effectively, a few good practices should be kept in mind.

Also Read: Key Uses and Benefits of Microsoft Dynamics 365

Best Practices for Dashboard Sharing in Dynamics 365

Sharing dashboards in Dynamics 365 should be approached with clarity and intention. It’s important to maintain consistency, protect data integrity, and ensure dashboards remain relevant for the intended audience.

Here are some of the best practices you should keep in mind when sharing dashboards:

1. Apply Role-Based Access: Always assign dashboards based on users' roles and responsibilities to ensure relevance and prevent unauthorized access.
   
   
2. Use Clear and Consistent Naming: Name dashboards using standardized formats that include purpose or audience context—this helps users quickly identify what they need.
   
   
3. Avoid Cluttered Layouts: Keep visuals focused and limited to key metrics. Too much information can overwhelm users and reduce dashboard effectiveness.
   
   
4. Document Ownership and Purpose: Assign a clear owner for each dashboard and document its use case. This makes it easier to manage updates or troubleshoot issues.
   
   
5. Review Sharing Permissions Regularly
   As teams evolve, audit who has access and revoke unnecessary permissions to maintain tight control over data exposure.

By following these practices, you help ensure dashboards are both useful and secure. Consistent management makes it easier for teams to rely on shared insights for timely and informed decisions.

Conclusion

Sharing dashboards in Dynamics 365 isn't just a matter of convenience—it’s a key step toward improving visibility, collaboration, and data-driven decision-making across your organization. Whether you're sharing system dashboards for broader insights or personal dashboards tailored to specific roles, having a clear approach ensures that your teams always have the right data at the right time.

WaferWire supports organizations in getting more from Dynamics 365 by enabling smooth implementation, tailored configurations, and user adoption—key factors in making dashboards effective and accessible. With a deep understanding of Dynamics 365 Customer Engagement, our team helps businesses ensure that their dashboards reflect real-time data, support end-user needs, and scale as the organization grows.

Need help optimizing dashboards in Dynamics 365? Schedule a consultation today to explore how we can help streamline dashboard access and improve user engagement.

FAQs

Q. Can I share a system dashboard with specific users in Dynamics 365?
A. System dashboards are managed at the admin level and are typically visible to all users with appropriate security roles. To control who sees them, you need to adjust security roles and permissions through the Settings area.

Q. How can I restrict access to shared dashboards in Dynamics 365?
A. When sharing a dashboard, you can assign permissions like "Read," "Write," and "Delete" to specific users or teams. This ensures that only those with the right access levels can view or edit the dashboard.

Q. Is it possible to share a dashboard with a team in Dynamics 365?
A. Yes, you can assign a personal dashboard to a team, which ensures that all members with the right permissions have access to the same dashboard without assigning access individually.

Q. How do I embed a Power BI dashboard into Dynamics 365 for sharing?
A. To embed a Power BI dashboard, enable Power BI visualization embedding in Dynamics 365, then create a new Power BI dashboard within the platform. Afterward, use Power BI’s sharing features to invite users or assign access to a workspace.