Dashboards and Portals

Dashboards and portals provide real-time visibility into critical data and essential resources with easy-to-configure views. Dashboards and portals are made up of different widgets associated with the different types of data you want to share. They can be shared with anyone, and are easily viewed on the mobile app.

What's a dashboard vs. a portal? It's the same functionality - just different use cases.

Portals provide a centralized repository for key information for your team. They typically contain rich text, shortcut, and image widgets. A Team Portal that maintains team and department resources, providing one version of the truth, is a great example of this. 

Dashboards, on the other hand, provide real-time visibility into the status of the business, providing critical KPIs through metric, chart and graph, and report widgets that help users make better decisions, faster. A Sales Pipeline dashboard that highlights tasks, opportunities and other key metrics to track pipeline and performance is a perfect example of this.

Follow the step-by-step instructions to create a dashboard or portal.

Create or Edit a Smartsheet Dashboard or Portal

A dashboard or portal can help you visualize, summarize, and share important aspects of your work such as project status or whether you're on target with key performance indicators (KPIs). A dashboard can also help you stay organized by providing a hub, or central location, for related resources such as collections of sheets or reports.

dashboard example

To get started, create a new dashboard and add interactive widgets to it to meet your needs. Once you've created a dashboard, it's always possible to make changes to it later. For information about sharing your dashboard, see Sharing a Smartsheet Dashboard.

Smartsheet dashboards are available to customers on a Business or Enterprise plan. See the Smartsheet Pricing page for more information.

Create a New Dashboard

  1. Click the Menu icon (upper-left corner of the Smartsheet window), then click the Solution Center (plus) icon.
  2. In the left panel, click Create, and select the Dashboard tile.
  3. Type a name for your dashboard and then click OK.

    A new, blank dashboard appears.

  4. Click Add Widget at the top of the pane to add data to your dashboard. (Visit the Dashboard Widgets article for more information about widget types and how to configure them.)
     
  5. After you add a widget, you can make changes to its size and location:
    • To move a widget to a new location, click and drag it.
    • To resize the widget, click and drag the lower-right corner of the widget.
       
  6. Click Save in the upper-left corner of the dashboard.

Adjusting the Dashboard Background Color

When you have a dashboard open in Smartsheet, you can set the background color of the dashboard to gray or white.

To change the background color of a dashboard:

  1. Select Edit in the upper-left corner of the dashboard.

  2. Select Settings in the upper-right corner of the dashboard and, in the Dashboard Settings window, select your desired background color.

    The background color will change instantly.


     
  3. Click Save to confirm your changes.

Make Changes to an Existing Dashboard

  1. Open the dashboard that you want to make changes to and click the Edit button in the upper-left corner of the dashboard.
    • To add additional widgets, click Add Widget
    • To adjust an existing widget, double-click the widget. You can also hover over the lower-left corner of the widget and click Edit Widget edit widget
    • To remove an existing widget, hover over the lower-left corner of the widget and click Delete Widget.
    • To clone a widget, hover over the lower-left corner of the widget and click Clone Widget clone
  2. Once you're finished editing the dashboard, click Save.

Add Live Sheet and Report Data to a Dashboard

With the chartmetric, and report widgets, you can add live data from sheets and reports to a dashboard. Your ability to add data using these widgets depends on your sharing permissions to the sheet or report, as well as the dashboard.

  • Before you can add data to a dashboard with a metric widget, you must first have access to a sheet. More information on sheets in Smartsheet can be found in Creating Sheets.
  • Before you can add data to a dashboard with a chart widget, you must first have access to a sheet. More information on sheets in Smartsheet can be found in Creating Sheets.
  • Before you can add data to a dashboard with a report widget, you must first have access to a report. More information on reports in Smartsheet can be found in Creating Reports.
  • Before you can add data to a dashboard with a web content widget, you must first have access to the source application where the data exists. 

Here's a table to help show you what permissions are needed to add data to a dashboard.

Widget that you want to addPermissions that you need on the dashboardPermissions that you need on the source item
report widgetOwner or Admin*Report: Owner or Admin
metric widgetOwner or Admin*Sheet: Owner, Editor, or Admin
chart widgetOwner or Admin*Sheet: Owner, Editor, or Admin
web content widgetOwner or Admin*Varies based on the source application

*You must also have a license in Smartsheet. More information on licensed users is available in the User Types article.

Report Widget: Who Sees What

People don't need to be shared on the underlying sheets to see data in a report widget. The report widget displays data based on the perspective of the person who created it, including what they’re shared to and their own sharing permissions. The data in the widget will not change based on who is viewing the dashboard. 

Here’s a scenario to help illustrate this:

  1. You create a report from sheets that only you can access.

  2. You share that report to someone else. If they look at the report directly, it will appear blank to them since they don’t have access to your source sheets.

  3. Now, you add that report to a dashboard with a report widget, then share the dashboard with the same person. The report widget on the dashboard will not appear blank to them—they’ll see the same information that you see when you look at the report directly.


Current User Report Criteria in Dashboards

The example above also extends to the Current user criteria in reports that are added to a dashboard with the report widget. The person who adds the report widget to the dashboard will be treated as the current user for everyone else who views the dashboard. For more information about current user report criteria, see Creating Reports.

Review the widget types that make up a dashboard or portal. 

Widget Types for Smartsheet Dashboards

A dashboard gives you a way to share a curated set of data or a collection of resources in a highly visual way. You create the collections with widgets.

To learn more about each widget type and its capabilities, click its link:

To learn how to create and edit a dashboard, visit our Creating and Editing a Smartsheet Dashboard article.

Dashboards are available to customers on a Business or Enterprise plan. See the Smartsheet Pricing page for more information.


Metric

The Metric widget allows you to display content from one or more cells in a sheet. After selecting this widget type, click Add data to choose the sheet and cells that contain the data you'd like to display and then click OK.

In order to add data from a sheet using the Metric widget, you must have Viewer permissions or higher on that sheet.

NOTE: If you want to display the data in a grid format, you'll need to first create a report and use the Report widget type.

Once you've chosen the data to display, use the steps below to make the widget look the way you want.

To do this

 

 Follow these steps

 

Change how the data in the widget is aligned

Click the align buttons to left-align or center-align the information in the widget.

Align Buttons for Sight Widgets

Add a title to the widget

Check the box next to Display Title. By default, this will display the title of the sheet. You can change the default by clicking in the field and typing in a new title.

Adjust the formatting for each field in the widget

To do this, click the field in the widget and then choose from the available formatting options.

Enable the formatting from the underlying sheet to show in a field

Click on the field and then click Use Cell Formatting:

Use Cell Formatting 

Edit the interaction of the widget (interaction is what happens when you click the widget)

Click Edit Interaction and choose one of the interaction options:

  • Do nothing (no action)

  • Open the source sheet

  • Go to a URL

  • Open a Smartsheet item

 

After editing the widget, click Done to close the window.

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Chart

Add a live chart based on a table of data from your sheet. 

Details on creating a Chart widget for your dashboard are available in the article Compare Live Data with a Chart.

To do this

 

Follow these steps

 

Switch how columns and rows are plotted on your chart

 

Click Switch rows/columns

 

Change the chart type

 

Click the tile of the chart type that you want to use

 

Add a title to your chart and/or axes

 

Expand the Title & Legend section and enter your titles as needed:

 

  • When adding a title, make sure that Chart Title is checked
  • To change the format of a title, click in that title’s text box and then use the formatting buttons to make changes to that title

Add or move a legend on your chart

 

Expand the Title & Legend section and select one of the following options:

  • None
  • Top
  • Right
  • Bottom
  • Left

Add gridlines to your chart (except Pie Charts)

 

Expand the Horizontal Axis or Vertical Axis sections and check the Gridlines box

Label slices of a pie chart with percentage of the whole or actual values

Expand the Pie Chart section, make sure that Slice Label is checked, and use the dropdown to select one of the following:
  • Percentage
  • Value

Change the colors of data or add labels to data plotted in your chart

 

Expand the Series section and choose which item to apply formatting to.  

NOTE: the Default option will apply to all data in the chart.

Ignore the text labels that you’ve typed in the cells of your table

 

Check the box for Use column names as labels

Edit the interaction of the widget (interaction is what happens when you click the widget)

 

Click Edit Interaction and choose one of the interaction options:
  • Do nothing (no action)
  • Open the source sheet
  • Go to a URL
  • Open a Smartsheet item

 

After editing the widget, click Done to close the window.

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Shortcut

The Shortcut widget allows you to create a link or a list of links to specific URLs, files, or Smartsheet items. After selecting this widget, click Add Shortcut. Next to Select Shortcut Type, choose one of the following:

  • URL: Specify the destination link and display text. This can be any type of link - internal sites, external sites, forms, etc.
  • File: Click Attach to choose the file you'd like to attach.
  • Smartsheet Item: Choose which sheet, report, or dashboard to link to.

    NOTE: When others view your dashboard, only those users who are shared to the item will be able to access it. (For more information, see dashboard Sharing.)

Once you've specified the shortcuts, use the steps below to make the widget look the way you want.

To do this

 Follow these steps

Change how the shortcuts in the widget are aligned

Click the align buttons to left-align or center-align the information in the widget.

Align Buttons for Sight Widgets

Add a title to the widget

Check the box next to Display Title. Click Edit Custom Title to type the widget title.

Adjust the formatting for each link in the widget

To do this, click the field in the widget and then choose from the available formatting options.

 

After editing the widget, click Done to close the window.

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Rich Text

The Rich Text widget allows you to enter any text string that you want to use for titles, instructions, updates, or any other type of text.

After adding the text, you can:

  • Add a title to the widget. To do this, check the box next to Display Title. Click Edit Custom Title to type the widget title.
  • Adjust the formatting for the text. To do this, select the text and then choose from the available formatting options.

After editing the widget, click Done to close the window.

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Report

The Report widget allows you to display a report in your dashboard. Users shared to the dashboard don't need access to the underlying sheets to see the content of the report. Click the widget and then click Select Report to choose a report.

In order to add a report to your dashboard using the Report widget, you must be have Admin permissions or higher on the report.

TIP: To include a Gantt chart in your report (as is in the picture above), see the Gantt View in Reports article.

After selecting the report, use the steps below to make the widget look the way you want.

To do this

 Follow these steps

Add a title to the widget

Check the box next to Display Title.
This will, by default, display the title of the report. You can change the default by clicking the field and typing in a new title.

Adjust the formatting for the title of the widget.

Click on the title field and then choose from the available formatting options.

Remove formatting from the report

Click Remove Formatting Remove Formatting Button.

Edit the interaction of the widget (interaction is what happens when you click the widget)

Click Edit Interaction and choose one of the interaction options:

  • Do nothing (no action)
  • Open the source sheet
  • Go to a URL
  • Open a Smartsheet item

Keep the following in mind when using the Report Widget:

  • A maximum of 150 rows will appear from the report. If you need to display more than that on a dashboard, you'll need to consider creating multiple reports and report widgets.
  • If you're using the Current user criterion in your report, the Report widget will always display tasks assigned to the person that added it to the dashboard. For more information on using Current user in reports, check out the article on Viewing Your Assigned Tasks.
  • The Attachments and Comments columns from the report won't appear in the widget.
  • Only Grid and Gantt Views can be displayed in the widget.

After editing the widget, click Done to close the window.

NOTE: If the person who created a report or chart widget becomes removed from sharing from the dashboard or from the source report of the widget, the report data will no longer be displayed and the widget will display an error message instead.

To resolve this, make one of the following adjustments:

  • Create a copy of the dashboard
  • Edit the widget and reselect the desired sheet or report. (Must be an Admin on the dashboard and a Viewer on the sheet or report)

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Image

The Image widget allows you to add a company logo, employee photos, or other images to your dashboard. Click the widget and then click Insert Image to select an image. You can choose to upload an image from your computer or insert an image from Google Drive, OneDrive, Box, or Dropbox. The accepted file types for images in the Image widget are jpg, gif, or png.  

After inserting the image, use the steps below to make the widget look the way you want.

To do this

 Follow these steps

Add a title to the widget

Check the box next to Display Title. This will, by default, display the image filename. You can change the default by clicking the field and typing in a new title.

Adjust the formatting for the title of the widget. 

Click on the title field and then choose from the available formatting options.

Edit the interaction of the widget (interaction is what happens when you click the widget)

Click Edit Interaction and choose one of the interaction options:

  • Do nothing (no action)
  • Open the source sheet
  • Go to a URL
  • Open a Smartsheet item

 

After editing the widget, click Done to close the window.


Title

With the Title widget, you can give a name to your dashboard and better organize your widgets.

When using the Title widget:



  1. Enter the text for your title and set your preferred formatting. Typically, title text will be a single line, but the widget will automatically expand to accommodate multiple lines as you type.



  2. Select Done in the lower-right corner to place the widget on your dashboard.

Web Content

Add interactive content to your dashboard, such as Tableau charts, Smartsheet Forms, YouTube videos, and more. For more information on this widget type please see Add Interactive Content to a Dashboard with the Web Content Widget.