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Presenting Content with Boards

Starting in Looker 6.20, Spaces have been renamed to folders. To learn more about folders, see the Organizing and Managing Access to Content documentation page.

Boards in Looker provide a way for teams to find curated dashboards and Looks. Dashboards and Looks, which are stored in folders, can be pinned to multiple boards. Boards provide a way for users to:

Users will only see boards that they have access to view. A user must have the View access level to see a board. Users with the Manage Access, Edit access level can pin dashboards and Looks to the board and provide context for that content to help guide other users.

Viewing and Managing Access to a Board

Access to boards and the content that is pinned to them, like Looks or dashboards, depends on a user or group’s board access, their access to the folder in which that content is stored, and the model the Look or dashboard is based on.

If a user doesn’t have folder access for viewing a dashboard or Look, that dashboard or Look will not be displayed to that user on the board. If the user has folder access but not model access, they will see a thumbnail but will not be able to view the underlying Look or dashboard.

Board Access Levels

There are two access levels that can be assigned to a user or group for a board: View and Manage Access, Edit.

With the View access level, a user can see that the board exists, add the board to their list, and view any pinned content that they have access to view.

With the Manage Access, Edit access level, a user can do everything that the View access level allows, plus make the following changes to the board:

Viewing the Access Levels for a Board

To view the access levels that other users and groups have for a board, you must have the Manage Access, Edit access level for that board. To see who can access a board:

  1. Navigate to the board. In the upper right of the board, to the right of the board’s title and to the left of the three-dot menu and information icon, select the share icon.

  2. Looker displays the Manage access window for the board.

  3. In the Who can access this board? section of the window, you can see a list of users and groups who have access to the board as well as their access levels.

Managing the Access Levels for a Board

To manage access to a board, you need the Manage Access, Edit access level for that board. To make changes to the access level a group or user has for a board:

  1. Navigate to the board and view its access levels by selecting the share icon.
  2. To change the access level for a user or group that is already listed, select their current access level and choose the desired access level from the menu. You cannot change the ability of Looker admins to manage the board.
  3. Remove user or group access by clicking the X beside the name.
  4. Add one or more groups or users by selecting the Add group or user field, choosing a group or user, then selecting the desired access level.
  5. Save your changes by selecting Save.

Creating a Board

By default, when a board is created, admins and the creator have the Manage Access, Edit access level, and all other users can interact with the board at the View access level.

To create a new board:

  1. Select the plus icon in the Browse menu or in the left sidebar in Browse.

  2. In the Create board window, enter a name for your board.

  3. Select Create board. Looker then adds the new board to your list to the Boards section of the Browse menu and left sidebar navigation.

    As the creator of the board, you will also be listed as a contributor in the Contributors section of the About this board information panel:

You can then manage the content on the board such as adding sections, pinning Looks and dashboards, creating an information section, or managing access to the board.

Adding a Board to Your List

You can create a shortcut to a board created by another user by adding that user’s board to a personal list of boards in your Browse menu, similar to a Favorites section. When you add a board to your list, the board will be listed under Boards in the Browse menu and the left navigation when you browse content in Looker. To add a board to your list, select Add to my list beneath the title of the board:

To remove a board from your list, select the board’s three-dot menu and choose Remove from my list:

The number of users who have added a board to their list is reflected in the About this board section of the board’s information section:

Organizing and Managing Content on Boards

In addition to pinning Looks and dashboards to a board, contributors to a board can arrange sections, and add information and links to the board.

If you make changes to a board, you will be listed as a contributor in the Contributors section of the About this board information panel:

Arranging Sections on a Board

To arrange the presentation of content and sections of a board, you must have the Manage Access, Edit access level. You can add sections, reorder sections, remove sections, or move content within sections on a board.

Adding Sections to a Board

When you create a board, there is a section Untitled section by default. To edit the name of the section, choose the pencil icon to the right of the name of the board. You can then give the section a name.

To add a new section to a board, select New section at the bottom of your board. When you have entered a name for your new section, you can press Enter or return to save the name.

You can then begin to pin Looks and dashboards to the new section.

Reordering Sections on a Board

To change the order of the sections on a board:

  1. Hover over the section you want to move and select the vertical six-dot icon to the left of the section title.

  2. Holding the vertical six-dot icon, drag the section to position it above or below another section.

Removing Sections from a Board

If you have the Manage Access, Edit access level for a board, you can also delete its sections. To remove a section from a board:

  1. Select the trash icon for the section you want to delete:

  2. Looker then displays a window to confirm that you wish to delete the section.

Removing a section from a board also removes any Looks or dashboards that have been pinned to the board in that section.

Moving Content within Sections on a Board

To change the order of pinned Looks and dashboards within a section of a board:

  1. Click on the Look or dashboard that you want to move.
  2. Holding the pinned Look or dashboard, drag and drop it within the section of the board that it was pinned to.

Adding Information to a Board

In the About this board information panel of a board, you can add a text description that will appear in the Description section. This description can be seen by anyone who can view the board and is a great way to give people context around the data pinned to the board. Your description can be up to 250 characters long and can include URLs and Markdown links.

To add or edit a board’s description:

  1. Select the information icon (the letter i within a circle) to open the board’s informational panel.

  2. Under Description, select the Add a description text to add a new description.

  3. To edit an existing description, hover over the description and select the pencil icon.

  4. Add a description and select Done to save the description.

Pinning Content to a Board

You can pin Looks and user-defined dashboards that are stored within existing folders, as well as LookML dashboards, to a board that you created or have access to edit. You can also unpin content from a board once it has been pinned.

Other users will be able to see and interact with pinned content if they have access to it. Because content is stored in folders rather than on boards, adding and removing content from boards does not actually affect the underlying content.

If you pin content to a board, you will be listed as a contributor in the Contributors section of the About this board information panel:

Pinning Looks and User-defined Dashboards to a Board

There are three ways to pin Looks and user-defined dashboards to a board:

Pinning from a Board

To pin a Look or dashboard to a board while you are viewing or editing the board:

  1. If the section you want to pin content to already has pinned content, hover over the section and select the + icon.

    If the section doesn’t have any pinned content, select the Pin a Dashboard or Look text.

  2. In the Pin a Look or Dashboard window, select the Look or dashboard that you want to pin to the board. The Look or dashboard you have selected will then appear in the section you have chosen.

Pinning from a Folder

To pin a Look or dashboard to a board from a folder or from the Look or dashboard itself:

  1. In a folder, select the three-dot menu on the thumbnail for the dashboard or Look you want to pin to a board and choose Pin to a board.

  2. Choose an existing board and section from the Select a board and Select a section in the board drop-down menus and select Pin.

Pinning from a Look or Dashboard

To pin a Look or dashboard that you are viewing to a board:

  1. Select the gear menu to the right of the Run and Edit buttons and choose Pin to a board.

  2. Choose an existing board and section from the Select a board and Select a section in the board drop-down menus and select Pin.

Pinning LookML Dashboards to a Board

To pin a LookML dashboard to a board:

  1. Navigate to All folders in the Browse menu or left navigation.
  2. Select the LookML dashboards folder and open the LookML dashboard that you want to pin.
  3. From within the LookML dashboard, click the gear icon in the top right, and select Pin to a board. Select the board and section to which you would like to pin your LookML dashboard and then click Pin.

Unpinning Looks and Dashboards from a Board

To remove a pinned Look or dashboard from a board:

  1. Select the three-dot menu on the Look or dashboard.
  2. Choose Unpin from this board.

If you remove a section from a board, any pinned Looks and dashboards in that section will also be removed.

Sharing a Board

New in Looker 6.24, you can send an email notification when you grant a user or group access to a board.

You can share boards for which you have the Manage Access, Edit access level by sharing a link to the board or by sending an email notification. Users must have at least the View access level for a board in order to view it.

Sharing a Link to a Board

To obtain a link to a board that you can share with others:

  1. Navigate to the board. In the upper right of the board, to the right of the board’s title and to the left of the three-dot menu and information icon, select the share icon.

  2. In the Manage access window, under Share this board with someone, select and copy the URL field, or click Copy URL.

Sending an Email Notification

When you grant a user or group access to a board, you have the option to send an email notification. To send an email notification:

  1. In the Manage access window for the board, grant access to the user or group.
  2. Select the Email the people you have just added checkbox.
  3. Select Save.

Users you have added to the board will receive an email notifying them that they have been granted View or Manage Access, Edit access to the board. The email also invites users to view the board and encourages them to add it to their lists.

Deleting a Board

When you delete a board, you will not be able to recover it.

To delete a board, you must have the Manage Access, Edit access level. Deleting a board will not delete the Looks and dashboards that are pinned to the board, as they are stored in folders. To delete a board:

  1. Select the board’s three-dot menu and choose Delete board.

  2. Confirm that you want to delete the board in the window that Looker displays.

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