Sharing, Scheduling and Alerts

What it is

A finished AI/BI Dashboard is published, which freezes a snapshot that readers see while you keep editing the draft. Publishing decides whose data access the readers use, and the Sharing dialog decides who can open it.

A schedule refreshes the dashboard automatically and can email snapshots to subscribers. A SQL alert is separate: it runs one query on a schedule and notifies a destination when a value crosses a threshold.

How it works

Permission levels

Grant levels to users, groups or service principals in the Sharing dialog. To reach everyone in the workspace, share with the All workspace users group.

Publishing: whose data access applies

Shared data permissions suit a broad audience that should see the same numbers without table grants. Individual data permissions suit dashboards where row filters or column masks must apply per reader. A draft always uses the viewer's own data permissions.

Sharing beyond the workspace

After publishing, click Copy link to get the dashboard URL. Users in the Databricks account who are not in the workspace can open a shared dashboard with view only access, using the publisher's credentials for compute; they never see the draft.

To share with the whole account, choose Anyone in my account can view. An admin must first add outside people to the account, because a link alone does not grant access.

Embedding in external apps

Only a published dashboard can be embedded.

Workspace admins must allow the places where dashboards can be embedded. With individual data permissions the service principal needs grants on the data, and dataset queries can filter per viewer with __aibi_external_value; OAuth tokens last one hour.

Scheduled refresh

Click Schedule on the dashboard and set the frequency, start time and time zone, or Show cron syntax for Quartz cron. Advanced settings let you pick another SQL warehouse, add subscribers and choose attachments.

Each run executes the dataset queries and fills the result cache, so readers get a fast first load. Subscribers receive a PDF snapshot by email, optionally with CSV, TSV or Excel data, and Slack or Teams channels receive an image and a link.

Subscribers can be workspace users or notification destinations, such as an email distribution list for external partners or a Slack channel set up by an admin. A list holds up to 100 subscribers, and a destination counts as one. Subscribing yourself needs CAN VIEW; adding other people needs CAN EDIT.

SQL alerts

An alert owns its own query and runs it on a schedule on a chosen SQL warehouse. Alert queries cannot use parameters.

SELECT COUNT(*) AS failed_orders
FROM main.sales.orders
WHERE status = 'FAILED' AND order_date = current_date();

With value failed_orders, operator > and threshold 10, the alert is TRIGGERED when more than 10 orders fail today. Each evaluation ends as OK, TRIGGERED or ERROR. Test condition checks the setup before saving, and Notify on OK also sends a message when the value returns to normal.

How the exam asks about this

• "Executives without table access must see the same sales figures." Publish with shared data permissions and grant CAN VIEW.
• "Each regional manager must see only their region through row filters." Publish with individual data permissions.
• "Post a message to the ops Slack channel when failed orders exceed 10." A SQL alert with threshold 10 and the Slack notification destination.