How to Create and Manage Dashboards

A dashboard is a configurable screen that shows assets, activity, and metrics in a layout you choose. The Home screen is itself a dashboard. When the Dashboard feature is enabled, you and your users can create additional dashboards – private (visible only to you), public (visible to all users), or restricted to a specific user group.

For Administrators

Enable the Dashboard Feature

Before anyone can create dashboards, the feature must be turned on.

Go to App Setup in the menu.
Open Features.
Find Dashboard and set it to Active.

Set Dashboard Permissions

Access to dashboards is controlled through Application Role settings. Go to App Setup > User Settings > Application Roles and grant the following permissions as needed:

Create – Create new dashboards
Read – View dashboards
Update – Edit dashboards
Delete – Delete dashboards
Private – Create dashboards visible only to the creator

Managing Dashboards

Open the dashboards page by clicking Home in the menu and selecting Manage Dashboards. The page shows two tables.

Dashboards – dashboards that you and your users have created. Use the ⋯ menu on each to:

Edit – change the name, visibility, user group, priority, or layout
Set as Default – make this the default dashboard shown when users open Home
Make Public – change the visibility from private to public
Delete – permanently remove the dashboard

System Dashboards – built-in dashboards provided by Data Dwell. Use the ⋯ menu to:

Set as Default – make this the default dashboard for all users
Hide for Everyone – hide it from all users

Creating a Dashboard

From Home, click Manage Dashboards.
Click [+New] at the top of the page.
Enter a name for the dashboard in the name field at the top.
Click Settings to configure the options (see below).
Click + Add component to build the layout.
Click Save when you are ready. Click Preview at any time to see how the dashboard looks.

Dashboard Settings

Name – The dashboard's name (required).
Priority – Controls the order – a lower number places it higher in the list (default: 1000).
Visibility – Private (visible only to you) or Public (visible to all users with Read permission). To limit a public dashboard to a specific user group, assign that group when you choose Public.
Hide header – Hides the dashboard's name in the view.
Hide filter – Hides the date filter, useful when you want to fix the time period.
Set as my default after saving – Makes this your personal default dashboard when you open Home.

Components

Components are the building blocks of a dashboard. Click + Add component to add one – it is added to the end of the dashboard. Every component has a toolbar to move it (↑↓), configure it (⚙), or delete it. Components are arranged in a hierarchy; use + Add child inside a Grid to nest components within it.

Grid (Container)

Arranges other components into rows and columns. A Grid can be nested inside another Grid to create flexible, multi-part layouts.

Direction – Row (side by side) or Column (stacked)
Columns – Number of columns (default: 2)
Min/Max visible items – Optional limits on the number of visible components

Data and Metrics

Asset list – Shows a list of assets.

Title – Custom title
Preset – Popular (across portal) / Recent (your activity) / Latest uploads

Asset count – Shows the number of new assets uploaded in the selected period. Responds to the dashboard's date filter (which can be hidden and fixed through Settings).

Activity feed – Shows the most recent events in the workspace.

Activity summary – Shows a summary of activity in portals you own.

Asset activity – Shows recent changes and updates to assets.

Activity feed, Activity summary, and Asset activity all support a custom Title only.

Metric – Shows a single metric with an optional trend indicator. Ideal for tracking key figures.

Metric label – Shown as the component's title (required)
Metric API name – The metric to display (see list below)
Window (days) – The metric's time period (default: 30)
Size – Small or Medium
Iconify icon – Optional icon
Trend label – Optional trend indicator

Available metrics:

Storage: File storage, Public storage, Temporary, Total
Users: Total users, Admin users, Power users, Read-only users
Assets: Documents, Images, Videos, Other, Total, Latest, Shares, Engagements, Views, Downloads

Duplicate assets – Shows all duplicate assets found in the library. Supports a custom Title only.

Storage usage – Shows storage use over time. Supports a custom Title only.

Asset breakdown – Shows the number of assets grouped by type, format, or extension. Supports a custom Title only. Note: this component is not yet available.

Navigation and Quick Actions

Tile – A flexible visual tile with an optional image, link, and text overlay. Ideal for creating visual navigation or a prominent content area.

Title – Required
URL – Optional, makes the tile clickable
Image size – Auto (intrinsic height) / Full screen height / Fixed height
Upload image – Optional background image
Text blocks – One or more text overlays, each with: text, size (S/M/L), colour (Light/Dark text), position (9 options: top/middle/bottom × left/centre/right), and margin from the edge (px)

Folder guide – Displays sub-folders visually to help users browse the library.

Title – Custom title (default: "Library")
Folder – The folder whose sub-folders are shown (default: library root)
Image size – Small / Medium / Large / Extra large
Image source – Folder thumbnail / Sample asset

Search – Adds a search bar to the dashboard.

Title – Supports {firstName}, {lastName}, {fullName}
Description – Supports {firstName}, {lastName}, {fullName}

Embedded asset list – Shows a configurable list of assets with predefined layouts.

Title – Custom title (default: "Library")
Card container – Turns on card formatting
Link to asset page – Makes items clickable through to the asset record
Hide if no assets match – Hides the component when it is empty (on by default)
Sort by – Date created / Date modified / Name / Size
Direction – Ascending / Descending
Items per page – Number of items before paging (default: 10)
Bulk actions – Turn on or off: Download, Share, Unshare, Delete, Edit, Move

Quick actions – Each adds a single button to the dashboard. All support a custom Title only.

AI Architect – Launches the AI setup assistant
Upload – Opens the asset upload flow
Share – Opens the share / portal setup
Invite users – Opens the user invitation flow
Browse library – Goes straight to the asset library
Profile photo – Opens the profile photo update
Brand app – Opens Brand app