📋 Applies to: Admins, Partner Admins, and users with Reporting Access set to "Analytic" (Viewers can open and explore shared dashboards but cannot share, export, schedule, or set alerts) · Module: Reports & Analytics · Last reviewed: 2026-06 · Owner: Support team
Share a dashboard, export it as a file, schedule a recurring email export, or set an alert that fires when a metric crosses a threshold — four ways to get a dashboard in front of your team, your manager, or an external partner.
Overview
Once your dashboard is in shape, you want other people to see it, whether that is your team, your manager, or an external partner. This article covers four ways to get a dashboard out: share it directly, export it as a file, schedule a recurring email export, or set an alert (notification) that fires when a metric crosses a threshold. Related terms for this topic include share, send, distribute, export, download, PDF, PowerPoint, PPTX, Excel, XLSX, CSV, PNG, schedule, scheduled export, recurring email, alert, notification, and threshold.
Before You Start
Confirm your reporting access before you begin. Open Manage Users and check the Reporting Access setting on the user record. A user whose Reporting Access is set to "Viewer" can open and explore the dashboards shared with them, but cannot share, export, schedule, or set alerts. Admins, Partner Admins, and users whose Reporting Access is set to "Analytic" can do all four. If you do not see a Share button or an export option on a dashboard, you do not have the rights for that action on that dashboard.
Share a dashboard with your team
Open the dashboard. Click Share in the top-right toolbar. In the share dialog:
Click + Add and pick one or more users from your company.
Pick the permission level for each recipient. "Can view" lets the recipient open the dashboard, change filters, drill, and run ad-hoc exports. "Can view and share" adds the ability to re-share. "Can edit and share" adds the ability to edit and delete the dashboard.
Click Share to commit. You can add many users in one dialog before clicking Share.
Who can share what: Admins and Partner Admins can share any dashboard on your company account. Analytic users can share dashboards they personally authored, but not dashboards built by someone else. Viewers cannot share.
Export a dashboard right now
Open the dashboard. Click the three-dot menu in the top-right toolbar. Pick Export and choose a format. PDF Snapshot produces one PDF page rendering the entire dashboard as it looks on screen. PDF Slide Deck produces a multi-page PDF where each section becomes its own slide. PPTX Slide Deck produces an editable PowerPoint with one slide per section. XLSX Data produces the raw tabular data for every visualization. The export respects your current filter selections.
Schedule a recurring export
Open the dashboard. Click the three-dot menu, then Schedule export. In the dialog:
Pick the frequency: daily, weekly, monthly, or a custom cadence.
Pick the send time in your local timezone.
Pick the file format (PDF, PPTX, XLSX, or CSV).
Add recipients, which can be users on your company account or external email addresses.
Optional. Override the per-tab filters for the scheduled send.
Optional. Add a message that appears in the email body.
Click Save. Schedules run independently of you, so you do not need to be logged in for a scheduled export to send.
Set up an alert when a metric crosses a threshold
Hover over the widget you want to alert on. Click the three-dot menu, then Alerts, then Create. In the dialog:
Pick the Metric to watch (defaults to the widget's metric).
Optional. Use Slice by to alert on All values of an attribute, or on one specific value.
Set the Condition: the comparison (greater than, less than, or between) and the threshold.
Set the Destination to email.
Add Recipients (users on your company account or external emails).
Set the Display name.
Click Save.
Result
After you finish, recipients can open dashboards you shared with them at the permission level you granted, exported files download in the format you chose, scheduled exports arrive in recipients' inboxes on the cadence you set, and alerts email the recipients you named whenever the metric crosses your threshold.
Variations
Export a single widget. Use the three-dot menu on the widget itself, not the dashboard toolbar, to export just one chart or table. Single-widget formats include PNG, single-slide PDF, single-slide PPTX, XLSX, and CSV.
Manage your schedules. Open the three-dot menu, then Schedule export, on the same dashboard to see existing schedules. Pause, edit, or delete them from there.
Change the alert trigger mode. By default, an alert fires every time its condition is true on the evaluation schedule. You can change it to fire once, then pause.
Remove someone's access to a dashboard. Find the user's row in the share dialog, open the permission dropdown, and pick Remove.
Troubleshooting
No Share button or export option appears on a dashboard
You do not have sharing or export rights for that dashboard. Admins and Partner Admins can share any dashboard, while Analytic users can share only the dashboards they personally authored. Confirm your Reporting Access and, if you authored the dashboard, that you opened the one you built.
A recipient still cannot edit a dashboard after you granted "Can edit and share"
Editing requires Reporting Access set to "Analytic". If you grant "Can edit and share" to a user whose Reporting Access is "Viewer", the grant has no real effect because the user still cannot create or modify visualizations. Set their Reporting Access to "Analytic" first, then grant "Can edit and share".
An export was cancelled before the file downloaded
A progress banner appears while the export runs. Do not leave the page until the file downloads, because closing the tab can cancel the export.
Alerts are too noisy
Keep one alert per metric per widget. Overlapping alerts on the same metric generate redundant notifications.
FAQs
Q: Do scheduled exports send even when I am not logged in?
A: Yes. Schedules run independently of you, so you do not need to be logged in for a scheduled export to send.
Q: Will my filter selections carry into an export?
A: Yes. An ad-hoc export respects your current filter selections. For scheduled exports, you can optionally override the per-tab filters for the scheduled send.
Q: Can I export just one chart instead of the whole dashboard?
A: Yes. Use the three-dot menu on the widget itself. Single-widget formats include PNG, single-slide PDF, single-slide PPTX, XLSX, and CSV.
Q: Can a Viewer share or export a dashboard?
A: No. Viewers can open and explore the dashboards shared with them, but cannot share, export, schedule, or set alerts. Admins, Partner Admins, and Analytic users can do all four.
Q: What is the difference between PDF Snapshot and PDF Slide Deck?
A: PDF Snapshot renders the entire dashboard as one PDF page that looks the way it does on screen. PDF Slide Deck produces a multi-page PDF where each section becomes its own slide.
Q: How do I stop an alert from firing repeatedly?
A: Change the trigger mode to fire once, then pause. The alert sends one notification and stops until you manually re-enable it.
Go Deeper
Get started with Custom Reports: https://help.alvys.com/en/articles/15217773-get-started-with-custom-reports
Filter, drill, and save the view you want: https://help.alvys.com/en/articles/15217770-filter-drill-and-save-the-view-you-want
Set up Custom Reports: https://help.alvys.com/en/articles/15217767-set-up-custom-reports