The AlertBoot Permissions functionality controls who has permission to access specific folders and reports. Permissions also control the extent of the access your employees have to folders and reports.
For example:
Folders can be hidden from view
Users can have access to select reports within a folder
Users can have full access to one folder and limited access to another
Only System Administrators have full access to the AlertBoot reporting module. Every other user's access is defined by the permissions configured on both the report folders and the reports themselves.
Folder permissions control access to the folders.
Report permissions control access to the individual reports.
You can apply one general set of permissions to all reports in a folder.
Folder permissions grant a user access to the folders.
To set folder permissions:
Select the report folder from the dropdown Folder list on the report home screen and click the Go button.
On the Folder Contents screen, click Edit next to the folder dropdown list to edit the folder's properties
On the Edit Report Folder screen, the second half of the page is dedicated to Folder Permissions.
Select an Employee Group
or an Employee from the box on the right and click the arrow buttons (
) to move that user or group to the appropriate Permissions
box:
|
View |
Users can see the folder. Reports, with this same permission, cannot be edited or saved. Email & Export links are present. |
|
View & Manage |
User gains full access control plus the ability to Create a Custom Report and Import a Report Definition into this folder. |
|
Hidden |
User will not see this folder. |
If you want to apply View or View & Manage permissions to all of the reports in that folder, check the "Apply folder permissions to all reports" checkbox.
Click the Save button when finished.
Note: If you check the "Apply folder permissions to all reports" checkbox, it will overwrite any individual report permissions configured for all reports in the folder.
Report permissions define the level of access that users have to reports.
To set report permissions:
Click the Permissions link next to the report that you want to configure.
The Report Permissions screen is displayed.
Select an Employee Group
or an Employee from the box on the right and click the arrow buttons (
) to move that user or group to the appropriate Permissions
box:
|
View |
Users can see the report but cannot edit or save it. Email & Export links are the only available report options. |
|
View & Edit |
Users can see the report as well as edit and save it. Email, Export, & Edit links are the available report options. |
|
View & Manage |
User sees the report, and all five links (Email/Export/Edit/Permission/Version) are available. Full Access. |
If an employee or employee group is not granted any report permissions, the report will be hidden from those users.
Click the Save button when finished.
Don't forget to set Folder Permissions. Even if Report Permissions have been configured, users will not have access to that report unless they also have access to its folder.
Reports can have different permissions than their folder. For example, the folder may be configured for View access but a certain report in that folder has full-edit access.
If you edit Folder Permissions and check the "Apply folder permissions to all reports" checkbox when you save, you will overwrite any individual report permissions already in place.
Versions are "save states" for reports. When a user saves a report, that version of the report "overwrites" the previous save state and becomes the new default version of the report. However, in the event that someone mistakenly saves over a report, a user with View & Manage security access can revert to a previous version. This can be done anytime. The version list for a report is saved indefinitely, so a user with sufficient access can switch between different versions whenever it is necessary.
Versions are automatically created when a report is saved by a user who has Edit permissions. The user does not need to do anything other than Save the report. Please note that versions are only created when the Save button is used. Using the Save As button will NOT create a new report version, but rather a new report.
To change the report version:
Click the Version link next to the report that you want to change.
Check the Active? radio button for the version that you want.
Click the Update button to save your change.
