10 Organizing and Sharing Reports

This chapter explains how to organize and share your reports.

This chapter contains the following topics:

• Organizing Your Reports

• Creating New Folders

• Setting Folder Permissions

• Working with Folders

• Copying Reports and Folders

• Moving Reports and Folders

• Sharing Reports with Other Users

• Deleting Shared Reports

Organizing Your Reports

You can organize reports by creating folders and moving reports into folders. You can also create copies of reports and share reports with other users. When you create a folder in the Shared Reports tab, you can assign permissions by associating users and actions with the folder.

Creating New Folders

You can create folders for organizing your reports from the My Reports tab or the Shared Reports tab. Then you can copy or move reports into separate folders for different purposes or users.

After creating folders in the Shared Reports tab, you can set folder permissions to limit which users can view the reports it contains.

To create a folder:

1. Click Create a new folder in the Organize list.

   A dialog box for naming the folder opens.

2. Type a name for the folder and click OK.

   The folder is created as a subfolder under My Reports or Shared Reports, based on where you created it.

You can create a hierarchy of folders within folders. The full folder path including the report name is limited to 255 characters. If you have many subfolder levels and long report names, you might encounter this limit.

Setting Folder Permissions

When you create folders in the Shared Reports tab or move folders to the Shared Reports tab, you can set permissions on the folder so that other users can view and access the reports contained in the folder. Permissions are unlimited on folders created in Shared Reports until you apply permissions for specific users. You are not required to set permissions on folders in the My Reports tab.

Note:

Changes made to data object and folder permissions, and to security filters in Oracle BAM are immediate.

To set permissions on a folder:

1. In the Shared Reports tab, click the folder to set permissions on.

2. Click Folder Permissions in the Actions list.

   The Folder Permissions dialog box opens.

3. Click Add user or Add group to add users or groups.

   The Select Names dialog box opens.

4. Click one or more users or groups to access to this folder, and click OK.

   The users are added to the list in the Folder Permissions dialog box.

5. Select a user or group and check the permissions to assign. The options include:

   View. Can open and close folder, can view reports in this folder.

   Create and View. Can rename folders and reports, can edit folder permissions if folder owner, can copy folder and reports to other folders, can create folders and reports and save them in this folder.

   Create, View, and Delete. Can delete folders and reports in this folder, can move folders and reports to other folders.

   If you have multiple users in the list, you must select each one individually and assign permissions. Different users might have different permissions on the same folder.

6. Click OK to save your changes.

Reports placed directly in Shared Reports have open permissions. Only place reports there if you want all users to see them.

To delete a user from a folder permissions list:

1. In the Shared Reports tab, click the folder to change permissions on.

2. Click Folder Permissions in the Actions list.

   The Folder Permissions dialog box opens.

3. Click a user and click Delete.

   The user is deleted from the list.

4. Click OK to save your changes.

Working with Folders

When you select a folder on the My Reports tab or Shared Reports tab, the actions for working with folders display in the Actions list. You must have certain folder permissions to perform folder tasks.

To open a folder:

1. Click the folder to open.

2. Click Open Folder in the Actions list. You can also double-click a folder to open it.

   The folder is opened, and the contents of the folder is displayed.

Click the Folder list in the toolbar to select a folder more than one level up.

To rename a folder:

1. Click the folder to rename.

2. Click Rename Folder in the Actions list.

3. Enter a name and click OK.

   The folder is renamed. You must assign unique folder names within a containing folder.

To close a folder:

• Click Close Folder in the Actions list.

  The current folder is closed, and the contents of the containing folder is displayed.

To delete a folder:

1. Click the folder to delete.

2. Click Delete Folder in the Actions list.

   The folder is deleted.

Copying Reports and Folders

You can copy reports into other folders within My Reports or to a folder in Shared Reports. Copying reports does not move the original report. Report names in the folders you copy to must be unique. You must have certain folder permissions to perform folder tasks.

To copy a report to another folder:

1. Select the report to copy in the My Reports tab or the Shared Reports tab.

2. Click Copy to in the Organize list.

   A dialog box showing the folder structure opens.

3. Click a folder to copy the report to.

4. Click Copy.

   A message is displayed to confirm that the report was copied.

You can copy folders into other folders in the same way.

Moving Reports and Folders

You can move reports into other folders within My Reports or to a folder in Shared Reports. Moving reports moves the original report. Report names in the folders you move to must be unique. You must have certain folder permissions to perform folder tasks.

To move a report to another folder:

1. Select the report to move in the My Reports tab or the Shared Reports tab.

2. Click Move to in the Organize list.

   A dialog box showing the folder structure opens.

3. Click a folder to copy the report to.

4. Click Move.

   A message opens to confirm that the report was copied.

You can move folders into other folders in the same way.

Sharing Reports with Other Users

Reports that other users share with you display in folders on the Shared Reports tab. Depending on the rights assigned with the shared subfolder, you can view, create, edit, or delete shared reports.

After creating reports, you can choose users to share your reports with by moving the reports into shared subfolders and assigning users and permissions to the folder.

Note:

Changes to permissions on folders and reports can take 20 minutes to propagate throughout the system.

To share a report:

1. Copy or move the report into a folder in the Shared Reports tab.

2. Assign permissions to users to have access to the folder. A user must have the permission to view the contents of the folder to see the reports it contains.

Deleting Shared Reports

You can stop sharing reports with other users by either removing their permissions to the folder or by moving or deleting specific reports. You can also move or delete the entire folder.

When you remove folder permissions or remove shared reports or folders, any alerts that a user created based on the report in that shared location are disabled.