Portal guide

The Portal (/portal) is where your team finds and opens dashboards, saved queries and links, organized in folders, much like the Cognos portal or the Power BI service. It is for your own staff. Your product's end customers use the separate Insights portal instead.

The Portal is on when the workspace includes internal reporting (Team & access → How this workspace is used: Internal only or Embed and Internal). In Embed only workspaces there is no Portal.

Who sees what

Everyone who signs in lands in the Portal. What you can do there depends on your role.

New people start as Pending and see "You're waiting for a role" until an Admin assigns one on Team & access. See Roles and access.

Finding things

Click the star on any item to add it to Favorites.

Opening a dashboard

Dashboards open inside the Portal with their filter bar on the left.

• Use the Filters panel to narrow the data; the arrow at the top of the panel hides or shows it.
• Full screen fills the window with the dashboard; press Esc or Exit full screen to go back.
• The star adds the dashboard to Favorites.
• Builders also see Open in Dashboard builder to edit it.

As a member of the workspace staff, you see all rows (no customer filter is applied).

If a chart or filter shows an error such as Bad gateway the first time a dashboard opens, refresh the page. If it keeps happening, tell your Admin.

Running a saved query

Saved queries open in a reader view of Query Builder.

• If the query has prompts, answer them first. Remember my answers keeps your answers in this browser.
• Change filters, switch between List, Crosstab and Chart, and turn subtotals and totals on or off.
• Export to Excel, CSV or PDF (if your role allows export).
• Your changes stay on screen only; they don't change the saved query.

Explorers and up can open the full Query Builder from the Build section to make their own queries. See the Query Builder guide.

Access levels

Folders and items have three access levels:

• Access set on a folder passes down to everything inside it.
• An item can have its own access list. It then applies to exactly those people (marked Limited).
• Everyone in the workspace can view grants every Viewer and up, including people added later.
• Viewers are always held to View, even if a folder gives them more.
• Admins can always open and manage Team content, but My content is private: Admins can't see your My content unless you share it.

Sharing

• From My content: use Share… on an item. People you share with get View access and find it under Shared with me on Home.
• In Team content: use Manage access on the folder or item (you need Manage). Add people, groups or roles, pick a level, then Save.

Adding content (Builders and up)

• New folder: Admins create top-level Team folders; anyone with Edit can create subfolders.
• Add item: pick a dashboard, a saved query, or add a link. An item points at the real dashboard or query; nothing is copied, and each one lives in one place.
• Row ⋯ menu: Open, Favorite, Rename, Move…, Feature on Home, Manage access…, Remove from folder (removes only the placement, not the dashboard or query).

The Build section

The left menu shows the tools your role can open. Each opens in a new tab so the Portal stays open.

The Guide

Select Guide in the top bar to ask questions in plain English, such as "how do I share this folder?" or "what does Limited mean?". The Guide opens as a side panel, so the page stays usable; select Hide to close it. History keeps your past questions so you can reread them; only you can see your history. The Guide answers from these docs and never changes anything for you.

Messages you might see