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Concepts → Bookmark

About a bookmark

A bookmark is a saved dashboard runtime filter. A dashboard consumer creates a bookmark of an existing dashboard runtime filter using the Bookmark control in the Filter bar of a given dashboard.

The dashboard consumer who creates the bookmark is the bookmark owner. By default, a bookmark is a personal bookmark. A personal bookmark is solely for the use of the bookmark creator. A user with View access rights to the dashboard can create a personal bookmark.

Only the bookmark owner can edit or delete a bookmark that they own.

Bookmark properties

There are three bookmark properties:

PropertyDescription
NameThe name of the bookmark
Set as DefaultWhen enabled, the dashboard applies the bookmark's dashboard runtime filters
Make it PublicWhen enabled, all dashboard consumers with View access rights can select the bookmark

Set as Default

A bookmark owner can enable the Set as Default property on one of their bookmarks to be a default bookmark for the dashboard. This means that when the bookmark owner opens the dashboard, their default bookmark is applied as a dashboard runtime filter. The Set as Default property of a bookmark only applies to the bookmark owner. It is not possible, even for the dashboard owner, to configure a default bookmark for any other user.

Public bookmark

A bookmark owner with Edit access rights to the dashboard can enable the Make it Public property of a bookmark that they own. A public bookmark is available for use by all users with View access rights to the dashboard.

Example of bookmark behavior for dashboard consumers

In this example, there are three Incorta users that are creating a bookmark for the same dashboard:

  • myDev and is the dashboard owner
  • myBA has Edit access rights to the dashboard
  • myBU has View access rights to the dashboard

All three users can create Personal bookmarks, but only the myDev and myBA users can make their own bookmarks public.

The myBU user can select and apply the public bookmarks created by the myDev and myBA users. The myBU user cannot make their bookmark public, and hence cannot share any bookmarks that they create.

All three users can edit and delete the bookmarks that they own.

Steps to create a bookmark

Here are the steps to create a bookmark for an existing dashboard runtime filter:

  • To create a bookmark, in the Filter bar, select Bookmark (Bookmark icon).
  • In the Bookmark dialog, select + Add Bookmark.
  • In the Add Bookmark dialog, specify the following properties:
    • Name
    • Set as Default
    • Make it Public

To edit or delete a bookmark, in the Filter bar, select the bookmark icon. In the Bookmark dialog, for the given bookmark, select Edit (Pen icon) or Delete (Trash icon).

Dashboard delivery support for bookmarks

You can create scheduled jobs to deliver a dashboard as PDF or HTML to export folders or via email while applying a selected bookmark. You can also select to reveal the bookmark name and the values of the applied filters.

  • You can select to apply one of your private bookmarks or a public one.
  • Bookmark filters will overwrite any filters or prompts applied to the dashboard when creating the scheduled job.
  • You can update bookmarks that you or other users use in dashboard scheduled jobs and have these changes applied in the next job runs.
  • You can edit a scheduled job and select a different bookmark.
  • Deleting a bookmark suspends the related scheduled jobs. Also, changing a bookmark from public to private suspends all related dashboard scheduled jobs that other users created. However, the scheduled jobs that the bookmark owner created will run as usual.
  • You cannot resume a dashboard delivery job that has been suspended due to deleting a bookmark or changing it to private. You have to first update the scheduled job to remove the bookmark or select a valid one.
  • You can export and import dashboard jobs with the applied bookmarks. In addition, you can export and import a tenant that has dashboard jobs and bookmarks applied.
  • This feature is not available for delivering dashboards as XLSX or CSV.

For more information, refer to Guides → Analyze → Manage Dashboard Bookmarks.