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Setting Up User Visibility to Shared Report Folders

By default, all user roles have visibility to each shared folder. You can override the default by manually linking specific roles to individual folders. However, if you manually link a user role to a folder, the system automatically revokes visibility for all other user roles (except the Administrator role) to that folder. You must continue to manually link each role that should have visibility.

If you link a role to a folder with subfolders, then the role is also linked to all its subfolders. To change this, navigate to the subfolder and make any needed changes.

The Administrator role has visibility to all folders at all times. Consequently, the Administrator role cannot be manually linked to or removed from a folder. Any custom role created by copying the Administrator role inherits this same visibility to all folders at all times, regardless of whether or not the role is manually linked to or unlinked from folders.

Before you begin. To perform this procedure, your role must include the Manage Content privilege.

To set up user visibility to a shared report folder

  1. In the upper right corner of any page in Siebel CRM On Demand (not On Demand Answers), click the Admin global link.
  2. On the Admin Homepage, in the Content Management section, click the Content Management link.
  3. On the Content Management page, in the Report Folders section, click the Shared Custom Analyses link.

    The Folders List page displays all subfolders for the Shared Custom Analyses parent folder.

    NOTE: All users have visibility to the Shared Custom Analyses root folder.

  4. Then you can:
    • Click the Folder Name to set visibility to the top-level folder.
    • To restrict visibility to a subfolder, click the Subfolders link until you reach the appropriate folder. Then click its name in the Folder Name column.
  5. On the Folder Details page, click Add Roles.
  6. Click the Lookup icon next to each field to link user roles.
  7. To remove a user role from having visibility to a report folder, click Remove.
  8. Click Save.
  9. If you set visibility for a subfolder, you can click the folder name next to Parent Folder to go back to the listing of its subfolders.

Sharing Private Reports

Visibility to the user's My Analyses private reports folder is restricted to the Siebel CRM On Demand session user only. The My Analyses folder contains reports created by the user and then stored as private. Users who have the Manage Custom Reports privilege can share Private reports with others by saving them in the Company Wide Shared Folder.

To share a private report, go to Siebel CRM On Demand Answers, and use Open Analysis to open the private report. Save it to a Shared folder and configure shared visibility as needed.

About Sharing and Hiding Prebuilt Reports

Prebuilt reports are automatically shared to all company users.

The Access Analytics Reports - View Prebuilt Analyses privilege controls whether or not shared prebuilt analyses are exposed to users for specific roles. If Access Analytics Reports - View Prebuilt Analyses is enabled for a user role, all shared prebuilt analyses appear on their Reports tab. If the privilege is not enabled for the user role, then all prebuilt analyses are hidden.

To hide specific shared prebuilt reports and display others, clear the Access Analytics Reports - View Prebuilt Analyses privilege. This hides all shared prebuilt reports. Then to share specific prebuilt reports, go to Siebel CRM On Demand Answers, open the report you wish to share, and save it in a shared folder within Company Wide Shared Folder. Configure the shared folder visibility as needed.

NOTE: The Access Analytics Reports - View Prebuilt Analyses privilege determines whether or not prebuilt reports display on the Reports Homepage. It has no impact on the other Homepages or prebuilt dashboards. Therefore, if the Access Analytics Reports - View Prebuilt Analyses privilege is selected, prebuilt reports appear on the Reports Homepage as well as on prebuilt dashboards and other Homepage pages. If not selected, prebuilt reports appear on the prebuilt dashboards and other Homepages, but not on the Reports Homepage.


Published 05/11/2007