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Analytics > Setting Up User Visibility to Shared Analytics Folders

Setting Up User Visibility to Shared Analytics 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, Oracle CRM On Demand 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. Be aware that if you remove all manually linked roles, the default visibility does not return. Removing all linked roles results in a folder that no one can access, you must manually link all roles to that folder to grant access.

NOTE: To assign visibility to the Migrated Company Wide Shared Folder your user role must have the Access Migrated Company Wide Shared Folder privilege.

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. For each folder, the access level that is assigned to your user role controls your permissions in that folder. The access level permissions are as follows:

• Read. (Default) You can open and display objects in the folder.
• Change/Delete. You can display, edit, and delete objects in the folder, as well as create new folders and rename subfolders within the current folder. However, you cannot rename the current folder using this access level.

Your access level also controls the Manage Objects, Open Object, and Save Object actions as shown in the following table.

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.

The following privileges affect the content that appears in the Manage Shared Folder Visibility page:

• Manage Dashboards
• Manage Roles and Access
• Manage Custom Reports

The following table describes the contents of the Manage Dashboard Visibility page, based on your privileges.

The Manage Custom Reports analytics privilege enables a user role to create and save custom reports in any report folder regardless of whether the individual user has visibility access to folders.

The Manage Dashboards analytics privilege enables a user role to create and save custom dashboards in any folder inside the Dashboards folder, regardless of whether the individual user has visibility access to folders.

To assign visibility to shared folders

1. Click the Analytics tab.
2. Click Folders in the Manage pane 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.

3. Select a folder, as follows:
   1. If the folder where you want to set up visibility is a top-level folder, click the folder name.
   2. If the folder where you want to set up visibility is a subfolder, click the Subfolders link for the parent folder until you reach the appropriate folder, then click the folder name.
4. To give specific roles visibility to the folder:
   1. In the Folder Details page, click Add Roles.
   2. Click Select next to each Role field to link user roles.
   3. Click Save. All selected roles are assigned the Read access level.

      The Folder Details page appears displaying all selected roles in the Associated Roles tab.

   4. To change a role's access level from Read to Change/Delete, click Edit next to the role.
      • The Edit Role Access page appears.
      • In the Access Level drop-down menu, choose either Read or Change/Delete.
      • Click Save.
5. To remove a role that was previously given visibility to the folder:
   1. In the Folder Details page, pull down the record level menu (triangle icon).
   2. Click Remove.
6. To edit the access level for a role that was previously given visibility to the folder:
   1. In the Folder Details page, click Edit next to the role to be changed.
   2. In the Edit Role Access page, modify the Access Level.
   3. Click Save.

TIP: When you set visibility for a subfolder, you can click the folder name in the Parent Folder field to return to the Folder Details page for the parent folder.

Sharing Private Reports

Visibility to your private reports folder is restricted to the Oracle 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

1. In Oracle CRM On Demand, click the Analytics tab.
2. On the Home page, locate and open an analysis.
3. When the analysis opens, click Edit.
4. In the upper-right corner, click the Save As icon.
5. In the Save As dialog box, select a destination folder (such as Company Wide Shared Folder) within the Shared Folders folder, and click OK.

About Sharing and Hiding Prebuilt Reports

Prebuilt reports are 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 Analytics 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, deselect the Access Analytics Reports - View Prebuilt Analyses privilege. This hides all shared prebuilt reports. Then to share specific prebuilt reports, go to Analytics, open the report that you want 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 you have access to prebuilt reports. If you do not have this privilege enabled, regardless of where you access the reports from, such as the Analytics tab, Home page, dashboard, Web applet, or Web tab, the reports are not displayed, and you might get an error message.