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Oracle® Business Intelligence Discoverer Plus User's Guide
10g Release 2 (10.1.2.1)
B13915-04
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20 Sharing workbooks

This chapter explains how to share workbooks with other Discoverer users, and contains the following topics:

About sharing workbooks

Once you have created a Discoverer workbook, you typically want to enable other Discoverer users to access the workbook. For example, you might have created a workbook for analyzing sales and want to publish the workbook to a group of Discoverer users.

You enable other Discoverer users to access a workbook by sharing the workbook. In the example below, User A shares a workbook with User B, User C, and User D, who can then access the workbook in Discoverer Plus Relational or Discoverer Viewer.

Description of share6.gif follows
Description of the illustration share6.gif


Key to figure:
a. User A creates a workbook and saves it in the database.
b. User A shares the workbook with User B, User C, and User D.
c. User B, User C, and User D can access the workbook in Discoverer Plus Relational or Discoverer Viewer.

Note: When you share a workbook in Discoverer, you share the workbook definition, not the workbook data itself, which might vary depending on database access privileges or Virtual Private Database (VPD) policies. For more information about security, see "About sharing workbooks and security". If you want to provide a specific set of worksheet results that all users can access regardless of database access privileges or VPD policy, create a scheduled workbook and share the scheduled workbook. For more information about scheduled workbooks, see "Using scheduled workbooks".

If you share a scheduled workbook, you give other Discoverer users access to all of the scheduled workbook results sets produced by that scheduled workbook. For example, if you share a workbook that is processed once per week, other Discoverer users have access to every weekly report (i.e. those reports produced already or in the future).

In the example below, User A shares a scheduled workbook with User B, User C, and User D, who can then access the scheduled workbook results sets in Discoverer Plus Relational or Discoverer Viewer.

Description of share7.gif follows
Description of the illustration share7.gif


Key to figure:
a. User A schedules a workbook.
b. User A shares the scheduled workbook with User B, User C, and User D.
c. User B, User C, and User D can access the scheduled workbook results sets in Discoverer Plus Relational or Discoverer Viewer.

When you share a Discoverer workbook, you give other Discoverer users read-only access to that workbook. Read-only access enables Discoverer Plus Relational and Discoverer Viewer users to:

Notes

About sharing workbooks and security

Discoverer uses database usernames and database roles (and Applications user ID and responsibilities) to manage workbook security. You can share a workbook with:

You can only share workbooks that you own (i.e. workbooks created with the database username that you are connected as).

How Discoverer controls access to data depends on whether you share an ordinary workbook or a scheduled workbook, as follows:

How to share workbooks

You share Discoverer workbooks in the following ways:

How to share the currently open workbook with other Discoverer users

You share the currently open workbook with other Discoverer users to enable other users to access a workbook using Discoverer Plus Relational or Discoverer Viewer. For example, you might want to enable other Discoverer users to access a sales workbook that you have created.

To share the currently opened workbook with other Discoverer users:

  1. Open the workbook that you want to share (for more information, see "How to open workbooks").

  2. Choose File | Share to display the "Share Workbooks dialog: Workbook -> User tab".

    Description of share1.gif follows
    Description of the illustration share1.gif

    The workbook is selected by default in the Workbook drop down list

  3. By default, the Available list shows all available database users (and/or roles). Use the Search fields to search for specific database users (and/or roles).

    Hint: In the Available list, database users are represented by a person icon. Database roles are represented by a mask icon.

  4. To share the selected workbook with database users (and/or roles), move database users (and/or roles) from the Available list to the Shared list.

    Hint: You can select more than one database user (or role) by pressing the Ctrl key and clicking another database user (or role).

  5. Click OK to share the workbook with the Discoverer users that you selected and close the Share Workbooks dialog.

    Discoverer users connecting as the database users (or roles) that you selected will be able to access the workbook when they next connect to Discoverer.

Notes

How to share multiple workbooks with a single Discoverer user

You share multiple workbooks with a single Discoverer user when you want another user to access workbooks using Discoverer. For example, you might want to enable a Discoverer user to access to a number of sales workbooks that you have created.

To share multiple workbooks with a single Discoverer user:

  1. Choose Tools | Manage Workbooks to display the "Manage Workbooks dialog".

  2. Select a workbook in the list and click Share to display the "Share Workbooks dialog: Workbook -> User tab".

  3. Display the "Share Workbooks dialog: User -> Workbook tab"

    Description of share2.gif follows
    Description of the illustration share2.gif

    Hint: In the User list, database users are represented by a person icon. Database roles are represented by a mask icon.

  4. Click Select User to display the "Select User dialog".

    Description of share5.gif follows
    Description of the illustration share5.gif

  5. Use the "Select User dialog" to search for and select a database user (or role) to share the workbooks with.

    The Shared list now displays workbooks (if any) that are shared with the currently selected user (or role).

  6. To share additional workbooks with the selected database user (or role), move workbooks from the Available list to the Shared list.

    Hint: You can select more than one workbook by pressing the Ctrl key and clicking another workbook.

  7. Click OK to share the selected workbooks with the database user or role and close the Share Workbooks dialog.

    Discoverer users connecting as the database user (or role) that you selected will be able to access the workbooks when they next connect to Discoverer.