Change Ownership of Dashboards

Problem Statement

In our platform, dashboards are powerful tools for data visualization and collaboration. However, ownership of a dashboard grants elevated permissions, such as editing and sharing. When users change roles or leave the company, their dashboards often become orphaned, creating friction for teams that rely on them. We needed a seamless way to transfer dashboard ownership while preserving permission integrity and data group alignment.

Goals

• Enable users to transfer dashboard ownership securely and intuitively
• Ensure only eligible recipients (based on linked data group) can receive ownership
• Maintain clarity and control over dashboard permissions post-transfer
• Integrate the feature into the most logical and discoverable location within the existing UI

Discovery & Decision Making

After evaluating user workflows and mental models, we chose the User Page as the most intuitive location. This page already includes a table of agents, coaches, and supervisors with metadata like role, linked data group, and email, making it a natural hub for ownership-related actions.

Tab Selection

The individual user page includes multiple tabs: Details, Attributes, Permissions, Gamification, Packages, and Access. We evaluated three candidates:

• Details: Too general; not action-oriented
• Permissions: Not exactly related in the context that made sense
• Access: Granular but not dashboard-centric

We introduced a new tab: Dashboards, dedicated to ownership and visibility of user-owned dashboards.

Solution

• Introduced a new “Dashboards” tab on the user page to display a table of all dashboards owned by the selected user
• Placed a “Change Ownership” button above the table, initially disabled. It becomes active once at least one dashboard is selected
• Triggered a modal upon button click, showing:
• A list of selected dashboards to be transferred
• A searchable table of eligible recipients filtered by their linked data group
• Displayed an eligibility message above the table on the modal
• Enabled recipient selection from the eligible list. Once selected, the user clicks the “Change Ownership” button to confirm
• Provided feedback via toast notification confirming successful ownership transfer
• Handled edge cases gracefully:
• If no eligible users exist, a message appears in the recipient table notifying them

Impact

• Reduced dashboard abandonment and manual reassignment requests
• Kept teams moving by ensuring dashboards stayed editable and shareable when users changed roles or left
• Improved transparency and control for managers overseeing dashboard assets
• Protected data integrity because ownership transfers respected linked data group boundaries, keeping access secure
• Clear rules and feedback (like toasts and notifications) made the process feel reliable and transparent building user trust
• The new tab helped improved visibility by showing managers who owns what, making dashboard management easier

Prototype

Dashboard Tab

Change Ownership Modal

Change Ownership Modal - No Eligible Recipient

What I Learned

This project taught me how important it is to design for real-world scenarios, especially edge cases like when users leave or change roles. I learned how small gaps in UX can create big problems, and how thoughtful design can prevent them. Working with cross-functional teams helped me turn complex logic into clear, user-friendly interfaces. I also saw how transparency through consistent rules and helpful feedback, builds trust. Making sure the design was accessible and easy to understand reminded me that good UX should work for everyone.