Configuring Sharing Access
The Report Designer > Access tab allows users to
- view and change report owner
- view list of current shares
- add and remove shares
View List of Current Shares
- Open an existing report if not already open.
- Click Access in the left menu.
- Report’s current shares will be listed, showing the people being shared with and the access rights.
Remove Shares
- To remove a share, click the remove icon (x) at the end of that row.
- To remove multiple shares at the same time, tick the check-box in front of each row, then click the Remove Selected icon (that looks like a waste basket).
You can also edit the existing shares, then click Save at the top to save your configurations.
Add a Share
- Click the Add Sharing button above the list to add a new row in the list:
- Select the type of people to share with: Everyone, Role or User.
- Select the specific Role or User (not applied for Everyone option).
- For Role, select Role from the drop-down list and click the '+' icon to open All Roles popup.
- Type partial name into the search box and click the search icon.
- Only matching roles will be displayed.
- Select one or more roles then click OK to close the pop-up.
- Select an Access Right (See details in List of Access Rights table below).
- Click Save button at the top to save the list.
- For User, select User from the drop-down list and click the '+' icon to open All Users popup.
- Select either User Name, Email Address or Role to search for. Select All to search for all fields.
- Type a partial name into the search box and click the search icon.
- Only matching users will be displayed.
- Select one or more users then click OK to close the pop-up.
- Select an Access Right (See details in List of Access Rights table below).
- Click Save button at the top to save the list.
List of “Share With” Options | ||||||||
Share With Value | Specific User | Specific Role | Everyone | |||||
Interaction | All roles of user | This Role | All roles/users | |||||
List of Access Rights | ||||||||
Interact with | Full Access | Quick Edit | Save As | Locked | View Only | No Access | ||
View the report with filter interaction | ✔ | ✔ | ✔ | ✖ | ✔ | ✖ | ||
View the report with NO filter interaction | ✖ | ✖ | ✖ | ✔ | ✖ | ✖ | ||
Modify the report in Quick Edit mode | ✔ | ✔ | ✔ | ✖ | ✖ | ✖ | ||
Modify the report in Report Designer | ✔ | ✖ | ✔ | ✖ | ✖ | ✖ | ||
Save changes in the report | ✔ | ✖ | ✖ | ✖ | ✖ | ✖ | ||
Save As changes in the report | ✔ | ✔ | ✔ | ✖ | ✖ | ✖ |
The Effect of Access Rights on Category Availability | |||||||
Access Right | Full Access | Quick Edit | Save As | Locked | View Only | No Access | |
Visible Category | ✔ | ✔ | ✔ | ✔ | ✔ | ✖ | |
Categories allowed for saving reports | ✔ | ✖ | ✖ | ✖ | ✖ | ✖ | |
Access Rights Precedence (Higher Access Right covers lower ones) | |||||||
Access Right | |||||||
Full Access | |||||||
Save As | |||||||
Quick Edit | |||||||
Locked | |||||||
View Only | |||||||
No Access |
View and Change Report Owner
The Report Owner is displayed next to the report name.
To change Report Owner:
- Click the plus icon to open All Users pop-up.
- Select either User Name, Email Address or Role to search for. Select All to search for all fields.
- Type a partial name into the search box and click the search icon.
- Only matching users will be displayed.
- Select the user then click OK to close the pop-up.
- Click Save button at the top to save the report together with the owner.