Alright, so this is all about controlling who gets to see what in your reports and dashboards. We're gonna talk about two main things: sharing groups and folder permissions.
Quick Rundown:
Part 1: Sharing Groups - Making Teams: Basically, you can create your own teams of people to share stuff with. These teams can update automatically based on certain info (dynamic) or you can just pick the members yourself (static). I’m using a simple example here: CS Managers>CS Leads>CSMs.
Part 2: Folder Permissions - Locking Down Folders: You can also control who can even open and see the dashboards within specific folders. Whatever rules you set on a main folder automatically apply to all the folders inside it. Each folder is shared with the right team of people (that sharing group we talked about)
Part 1: Create your sharing groups
Go to data permissions → sharing groups.
For this example, I have 3 groups that follow this hierarchy:
CS Managers
CS Leads
CSMs
The great thing about sharing groups is that you can use both dynamic and static attributes. If you have a field (or combination of fields) that you can leverage as a filter, great! But if you don’t, you’ll have to follow the custom User attribute path. In this example, I’m using a dropdown field:
a) Create your dropdown list via Data Management
b) Add a new Dropdown List field into the User object via Data Management, assigning the list created before
c) Populate/update the field either manually or via rules engine
d) Add the field as a User Attribute
Update your sharing groups as needed. If your field doesn’t appear as a filter, do step d.
Refresh to double-check if the data makes sense, and you are ready to go!
Part 2: Managing Permissions by Folder
Do you know that you can easily manage access to Dashboards at Folder Level?
Because the children inherit the parent’s permissions, the next bit's pretty simple.
There's just one little catch: we can only go one level deep with subfolders. So, the 'CSMs' folder gets shared with all three groups, and the other subfolders just go to their own specific groups. The managers will have access to any dashboard stored into the CS Leads folder.
Just store your dashboards in their corresponding folder, and you are done!
I want to make sure I'm hitting all the right notes when it comes to reports and dashboards. So, what else is on your radar? Don't be shy – pop any other questions or topics you're interested in down in the comments. Let's keep the conversation going!
