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Public Dashboards

Distributor steps for creating Public Dashboards visible before login: build and release a dashboard, set its Sequence (lowest = default landing page) and add the Guest role in Dashboard Roles. Requires v22.01+.

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Written by Bailey Naas-Thornton

Minimum Version Required: 22.01

Steps

A Public Dashboard in Encompass is a standard dashboard that has been specifically configured to be visible on the main Encompass site before a user logs in. This is achieved by granting access to the dashboard to the special 'Guest' user role. While built using the same tools and widgets as internal dashboards, their content is accessible without authentication. The public dashboard with the lowest assigned sequence number determines the default page users first see when navigating to your base Encompass URL.

A. Creating the Dashboard:

  • Click the three dots icon (...) located in the top-left corner of the Encompass screen, above the main menu.
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  • Select 'New Dashboard' from the options.
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  • Enter a relevant 'Dashboard Name' and fill in any other necessary information on the form.
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  • Click 'Save' or 'Save and Close'.
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  • The system will display the new, blank dashboard. Add and arrange the desired Widgets (tables, charts, reports, etc.) to build the dashboard layout.
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  • Once the layout is configured, click the 'Save' icon on the dashboard.
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  • To make the dashboard accessible, click 'Save as released'. (You can use 'Save as Draft' if you are still designing the dashboard and it's not ready for general use).
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B. Setting the Sequence:

  • Navigate to the Dashboards table (you can use the Universal Search).
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  • Find the dashboard record you just created or wish to make public.
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  • Edit the dashboard record.
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  • Locate the Sequence field and enter a numerical value.
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  • This number controls the order in which dashboards appear in the left-hand menu for logged-in users.
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  • Crucially, for public dashboards, the one with the lowest sequence number will be the default page displayed when navigating to your Encompass site before logging in.
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  • Save the changes to the dashboard record.
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C. Making the Dashboard Public (Sharing with Guest Role):

  • While viewing the desired dashboard record in the Dashboards table (or after finding it again), click the 'Sub-Tables' button (or related items menu).
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  • Select 'Dashboard Roles' from the list.
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  • Click the 'Add Dashboard Role' button (or similar action like 'New' or '+').
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  • In the form for the new Dashboard Role, select the Guest role from the Role dropdown list.
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  • Save the Dashboard Role record.
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  • Adding the 'Guest' role makes the dashboard 'public', meaning it will be visible on the main Encompass page before a user logs in.

Fields And Definitions

  • Dashboard Name: (On Dashboards Table) The title of the dashboard as it appears in the menu and at the top of the dashboard page.
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  • Sequence: (On Dashboards Table) A numerical field that determines the display order in the left-hand menu. For dashboards shared with the 'Guest' role, the dashboard with the lowest sequence number becomes the default landing page before login.
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  • Role: (In Dashboard Roles Sub-Table) Specifies which user role has access to the dashboard. Assigning the Guest role makes the dashboard public.
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  • Description: (On Dashboards Table) A field to provide a concise summary of the dashboard's purpose or content.
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  • Keywords: (On Dashboards Table) A field where you can enter a comma-separated list of relevant words or phrases related to the dashboard's content.

Best Practices

  • Sequence Planning: Carefully consider the sequence numbers assigned to public dashboards. The public dashboard with the lowest sequence number will be the very first page users see when accessing your main Encompass URL (e.g., https://yourcompany.encompass.com/).
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  • Login Behavior: While public dashboards are visible before login, accessing any non-public dashboard or system area via a direct link (e.g., https://yourcompany.encompass8.com/Home?DashboardID=100100&TableName=Products) will automatically redirect the user to the login page first. After successful login, they will be taken to their intended destination.
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  • Mandatory Login Dashboard: Every Encompass system includes a default 'Login' dashboard which contains the login widget. This dashboard is always public (shared with 'Guest') and cannot be removed or made non-public. Ensure its sequence number is considered relative to any other public dashboards you create if you don't want it to be the very first page loaded. Typically, it's given a higher sequence number than the desired initial landing page.
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  • Content Sensitivity: Be mindful that any data displayed on a public dashboard is visible to anyone who accesses your Encompass URL, without needing to log in. Do not display sensitive or confidential information on public dashboards.
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  • Optimize for Search Engines: If you want your public dashboards to be easily found via external search engines (like Google), make effective use of the Description and Keywords fields on the Dashboard record. Write clear, concise descriptions and include relevant keywords that accurately reflect the dashboard's content.

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