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Analytics > Designing an Analysis > About Visibility to Records in Analytics

About Visibility to Records in Analytics

Several settings in Analytics control visibility. They are applied in the following order:

1. Access All Data in Analytics setting (in role privileges)
2. Reporting Subject Areas setting in user profile
3. Historical Subject Areas setting in user profile
4. Books and the Book selector
5. User Delegation
6. Role-Based Can Read All Records setting (in company and user profiles)

A company administrator using these settings can control what records appear on the reports that you run. For example, a manager can display the manager's own opportunities and the opportunities of employees who report to that manager, but a sales representative's settings limit the opportunities to only the opportunities that belong to the sales representative.

Access All Data in Analytics Setting

Users with the Access All Data in Analytics privilege in their role setups have complete visibility to all of the data in the entire organization, including records marked Private. This privilege is typically given to the company administrator. This privilege overrides any Analytics Visibility setting.

If the user role does not have the Access All Data in Analytics privilege, the Analytics Visibility setting specified in the company or user profile determines which data users can display in reports.

Reporting Subject Areas Setting

This setting is generally used for all users in the organization who are not company administrators. This setting is available on both the company and user profiles. If this setting is not defined on a user’s profile, then the company profile setting applies. This setting has the following values:

• Manager Visibility. Allows you to display your own data and all the data that is directly owned by your subordinates, including records marked Private
• Team Visibility. Allows you to display your own data and all the data that has been shared with you through the account and opportunity teams and through group assignment

Historical Subject Areas Setting

This setting is generally used for all users in the organization who are not company administrators. This setting is available on both the company and user profiles. If this setting is not defined on a user’s profile, then the company profile setting applies.

This setting has the following possible values:

• Manager Visibility. Allows you to display your own data and all the data that is directly owned by your subordinates, including records marked Private
• Team Visibility. Allows you to display your own data and all the data that has been shared with you through the account and opportunity teams and through group assignment
• Full Visibility. Combines manager and team visibility to display data that is owned by you and your subordinates and data shared with you and your subordinates.

Books and the Book Selector

If you have the Full Visibility setting, the Books feature allows further control of which data displays in reports. Using the Book selector on the Reports pages, you can restrict the data to that contained in a book and its subbooks, if it has any. This feature is available only if you are assigned to one or more books and are using an Analytic (not Reporting) subject area. If you have the Access All Data in Analytics privilege, you continue to display all data no matter which book is selected. Also, Role-Based Can Read All Records visibility overrides Book visibility in Analytics.

A company administrator can set a default book for the Book selector on the Reports pages for each user. You specify this setting in the Default Book for Analytics field on the user profile.

NOTE: If the default book on your profile is set to a book that cannot contain data or is set to a book that you do not have access to, then you get an error indicating that access is denied.

The data associated with a book, which is used to implement territory management and alignment activation in Oracle CRM On Demand, is also supported in Analytics through book visibility. When you select a book in the Book selector, Analytics shows only the active account and contact records associated with the book. The records whose association with a book have been deleted or will become active do not appear in reports.

Book Ownership

Users and custom books can own account and contact records. Book ownership provides the ability to simulate territories. When a record is owned exclusively by a book, that record is visible only through the book visibility. Similarly, when a record is owned exclusively by a user and is not associated with any book, then that record is not visible through the book visibility. To further illustrate the record ownership mode, consider the example in the following table.

Results

The following records appear in Manager, Team, and Full visibility modes for Lucy Harris because these records are owned by her or shared by her:

• Action Rentals
• Coastal Company

The Bobcat Corp. record does not appear in these modes because this record is exclusively owned by West book. The following records appear when West book is selected from the book selector because these records are either owned by or associated with West book:

• Bobcat Corp.
• Coastal Company

The Action Rentals record does not appear in the Book visibility mode because this record is exclusively owned by the user, Lucy Harris. For more information, see About Data Access, Record Sharing, and Record Ownership and About Record Ownership Modes.

User Delegation

The User Delegation feature allows further control of which data displays in reports. Using the Book selector, you can view data from any user who has added you to their Delegated User list. You can select the user’s name from the Book selector to see report data for that user. You no longer display your own data in the report, but only the data of the selected user. However, your Analytics Visibility setting is still in effect. For example, if Ryan added you to his delegated user list, and his Analytics Visibility setting is Manager Visibility, you do not necessarily display the same data in the report that Ryan does unless Manager Visibility is also your setting.

Role-Based Can Read All Records Setting

This control is present in both the company profile and user profiles. This control determines whether Analytics takes into account a role's setting for Can Read All Records for record types. When this control is set to Yes in the company profile or set to Yes or Null in a user's profile, and also any record type has the Can Read All Records flag checked, then a user can display all records for that record type in reports. When these conditions are not met, Analytics enforces the default visibility settings that are defined in the Reporting and Analytics subject areas.

If Role-Based Can Read All Records is enabled for a user, then Analytics ignores the visibility setting on the record types checked with Can Read All Records in the role definition. For other record types, Analytics enforces visibility, which is based on the default visibility settings for reporting and historical subject areas. For example, if Role-Based Can Read All Records is enabled for your profile, your visibility setting for the reporting subject areas is set to Manager Visibility, and Can Read All Records is set for Opportunity but not for Contact record types, then all opportunities are displayed when you run a report, but only for contacts owned by you and your subordinates.

Companies and company administrators must be aware of the following considerations when using the Role-Based Can Read All Records type setting in Analytics:

• Role-based record type visibility overrides Book visibility. When you select a book in the Book Selector with the role-based record type visibility enabled and the Can Read All Records setting defined on a record type for your role, all records for that record type are displayed, not just those contained in that book.
• Role-based record type visibility overrides the user hierarchy and user delegation aspects of visibility in Analytics. When you select a user in the Book Selector with role-based record type visibility enabled and the Can Read All Records setting defined on a record type for your role, all records of that record type are displayed, not just those that you expect to see for the selected user.
• In reports with two or more record types, the visibility to records is based on the record type with the most restrictive visibility control. For example, if the role-based record type visibility is enabled on the contact record type, but not on the opportunity record type and when both record types are on the report, Analytics shows only the opportunities the user has access to and their associated contacts.
• Access to user quota is always based on the manager visibility in both real time and in historical subject areas. Role-based record type visibility does not affect this behavior.

Security and Data Visibility in Historical Analytics and Real-Time Reporting Subject Areas

The data seen in reports is based on the security and data visibility defined for record types and the default visibility settings defined for the historical analytics and real-time reporting subject areas. Most record types are secured in every subject area, but there are exceptions to this rule to support the reporting needs of associated record types even when these associated record types are not explicitly shared or owned by a user. For example, the account record type is secured only in subject areas where account is the primary driving record type but is unrestricted in the remaining subject areas.

The purpose for keeping a record type unrestricted in a subject area is that it allows you to report on the associations between record types. For example, in the Lead Historical Analytics subject area you can report on leads that are owned or shared by you and those leads' corresponding accounts even where those associated accounts are not owned or shared by you.

The following table details the visibility of record types in the historical analytics subject areas.

The following table details the visibility of record types in the real-time reporting subject areas.

Notes:

1. Role-based record type visibility is enabled on all record types.

2. Book visibility in Analytics is enabled for the following record types: Account, Activity, Asset, Contact, Event, Household, Lead, Opportunity, Product Revenue, Service Request, Solutions, and Custom Objects 01 to 40. The Book visibility in reporting subject areas shows records in the current book, but in historical analytics subject areas it shows records contained in the subbooks as well.

3. Unlike the record types where Book visibility is respected, reporting with the Book folder on a record type that is unrestricted returns all records that have a primary book associated with them, even if that primary book is not the book that is selected in the Book selector. For example, access to campaign records is unrestricted, so reporting on the Campaign record type with the Book folder returns all of the campaign records that have a primary book associated with them.

4. Visibility control is not applied to Account metrics when the query involves only Account metrics. To enable visibility control, include a field from the Account dimension.