Managing the Reports and Dashboards Module

Comprehensive management of reports and dashboards ensures organizational content remains current, accessible, and aligned with evolving business requirements. Effective management practices support content lifecycle administration, organizational restructuring, and performance optimization while maintaining data integrity and user access continuity across diverse business intelligence implementations.

Requirements

To manage reports and dashboards, users must be assigned a security role with the following permissions:

All Entities, Report (system): Read, Edit, and Delete for comprehensive report management capabilities

All Entities, Dashboard (system): Read, Edit, and Delete for complete dashboard administration functionality

All Entities, Folder (system): Read, Edit, and Delete for folder structure management and organizational capabilities

Tab Settings, Reports: On and App Settings: App with Reports Tab must be Visible for interface access

Appropriate folder permissions based on management scope and organizational responsibilities

Reports and Dashboards Management Interface

Accessing Management Functionality

Reports Home Navigation: Access comprehensive management capabilities through the Reports tab interface that provides centralized control over reports, dashboards, and organizational folder structures within the business intelligence ecosystem.

Management Interface Overview: The Reports Home interface displays essential management information including content type indicators, creation dates, modification tracking, ownership attribution, and folder organization for efficient content administration and oversight.

Search and Discovery: Utilize search functionality to locate specific reports and dashboards within large organizational libraries, supporting efficient content management and administrative workflows across complex business intelligence implementations.

Content Organization: Navigate folder structures and content hierarchies that support logical organization and efficient management of business intelligence assets across diverse organizational requirements and user communities.

Content Actions and Operations

Edit Functionality: Access edit capabilities for reports and dashboards through direct selection from the management interface, enabling ongoing content maintenance, analytical refinement, and adaptation to changing business requirements.

Delete Operations: Remove outdated or obsolete content through delete functionality with appropriate confirmation prompts and permission validation to prevent accidental removal of critical business intelligence assets.

Move and Reorganization: Transfer reports and dashboards between folders through drag-and-drop operations or properties modification, enabling content reorganization as organizational structures and business requirements evolve.

Copy and Duplication: Create copies of existing reports and dashboards to support template development, analytical methodology replication, and efficient content creation for related business intelligence requirements.

Moving Reports and Dashboards

Folder Transfer Process

Report Movement Procedure:

1. Navigate to the target report within the Reports tab interface
2. Click Edit Report to access the Report Builder and configuration options
3. Click Report Properties to open the comprehensive configuration dialog
4. Access the Folder field within the Report Properties interface
5. Select the destination folder from available organizational folder structures
6. Click Save to complete the folder transfer and update organizational placement

Dashboard Movement Procedure:

1. Navigate to the target dashboard within the Reports tab interface
2. Click Actions to access dashboard management options
3. Select Edit Dashboard to access the Dashboard Builder interface
4. Click Dashboard Properties to open the configuration dialog
5. Navigate to the General tab for basic dashboard configuration options
6. Select the destination folder using the Folder field dropdown
7. Click Save to complete the folder transfer and preserve configuration changes

Organizational Restructuring Support

Bulk Movement Strategies: Plan bulk content movement for organizational restructuring by grouping related reports and dashboards and systematically transferring content to align with new business structures and user access requirements.

Permission Impact Assessment: Evaluate permission implications of folder transfers to ensure that content movement maintains appropriate access control while supporting organizational restructuring and evolving business intelligence requirements.

User Communication: Communicate content location changes to affected users and stakeholders to maintain business intelligence continuity and prevent disruption to established analytical workflows and decision-making processes.

Validation and Testing: Validate content functionality and access permissions after folder transfers to ensure that organizational restructuring maintains analytical effectiveness and user experience quality.

Deleting Reports and Dashboards

Content Deletion Process

Report Deletion Procedure:

1. Navigate to the target report within the Reports tab interface
2. Click Actions to access report management options
3. Select Delete from available management actions
4. Confirm deletion when prompted to prevent accidental content removal
5. Validate deletion completion and impact on related content and user workflows

Dashboard Deletion Procedure:

1. Navigate to the target dashboard within the Reports tab interface
2. Click Actions to access dashboard management options
3. Select Delete from available management actions
4. Confirm deletion when prompted to ensure intentional content removal
5. Verify deletion completion and assess impact on organizational business intelligence

Deletion Considerations and Impact

Dependency Validation: Assess content dependencies including scheduled reports, user bookmarks, and organizational workflows that may be affected by content deletion to prevent disruption to business intelligence operations.

Archive vs Deletion Strategy: Consider archiving content rather than permanent deletion for historical reference, compliance requirements, and potential future reactivation based on organizational policy and regulatory requirements.

User Impact Assessment: Evaluate user impact of content deletion including affected stakeholders, alternative analytical tools, and communication requirements to maintain business intelligence continuity and user satisfaction.

Audit and Documentation: Document deletion decisions and rationale for organizational knowledge management and compliance requirements that support governance and accountability for business intelligence asset management.

Folder Management and Organization

Folder Structure Administration

Folder Creation Process:

1. Navigate to the Reports tab interface
2. Click New to access content creation options
3. Select New Folder from available creation types
4. Enter descriptive folder name that reflects organizational structure and business function
5. Configure folder unique name for system identification and technical requirements
6. Click Save to create folder and establish organizational structure

Folder Hierarchy Management: Design and maintain folder hierarchies that reflect organizational structure, business processes, and user access patterns while supporting scalable content management and efficient navigation.

Naming Convention Standards: Implement consistent folder naming conventions that support content discovery, organizational clarity, and long-term maintainability across diverse business intelligence implementations and user communities.

Structure Optimization: Regularly review and optimize folder structures to ensure continued alignment with organizational needs, user workflows, and business intelligence effectiveness while maintaining access control and security requirements.

Folder Deletion and Cleanup

Folder Deletion Requirements: Empty folders of all reports and dashboards before deletion, either by moving content to appropriate destinations or by deleting obsolete content according to organizational policies and retention requirements.

Folder Deletion Process:

1. Navigate to the target folder within the Reports tab interface
2. Ensure folder is empty by moving or deleting all contained reports and dashboards
3. Click the gear button beside the folder name to access folder management options
4. Select Delete from available folder management actions
5. Confirm deletion when prompted to prevent accidental organizational structure removal
6. Validate deletion completion and impact on organizational structure and user access

Cleanup Strategy: Develop systematic approaches for folder cleanup that maintain organizational structure integrity while removing obsolete content and optimizing business intelligence library organization for continued effectiveness.

Impact Assessment: Evaluate organizational impact of folder deletion including affected user access, content organization, and business intelligence workflows to ensure that cleanup activities enhance rather than disrupt organizational effectiveness.

Content Lifecycle Management

Maintenance and Update Procedures

Regular Content Review: Establish systematic review cycles for reports and dashboards that validate analytical accuracy, business relevance, and technical functionality to ensure continued effectiveness and organizational value.

Update Coordination: Coordinate content updates with stakeholders and user communities to minimize disruption while ensuring that business intelligence content remains current and aligned with evolving organizational requirements.

Version Control: Implement version control practices that preserve historical configurations while enabling content evolution and adaptation to changing business needs and analytical requirements.

Performance Monitoring: Monitor content performance including usage statistics, loading times, and user feedback to identify optimization opportunities and ensure continued business intelligence effectiveness.

Archive and Retention Management

Archive Strategy Development: Develop archive strategies that preserve historical business intelligence content while maintaining system performance and user experience through strategic content lifecycle management.

Retention Policy Implementation: Implement retention policies that align with organizational requirements, regulatory compliance, and business continuity needs while optimizing system resources and content management efficiency.

Historical Preservation: Preserve critical historical content for compliance, audit, and reference requirements while managing storage resources and maintaining system performance across growing business intelligence libraries.

Recovery Procedures: Establish procedures for content recovery and restoration that support business continuity and enable rapid response to content loss or organizational requirements for historical business intelligence assets.

Performance Optimization and System Management

Content Performance Management

Usage Analytics: Analyze content usage patterns to identify high-value business intelligence assets and optimize resource allocation while identifying underutilized content that may require enhancement or retirement.

Performance Monitoring: Monitor system performance impact of content libraries including loading times, resource consumption, and user experience metrics to ensure scalable business intelligence operations.

Optimization Strategies: Implement optimization strategies including content consolidation, performance tuning, and resource management that maintain analytical effectiveness while ensuring responsive user experience.

Capacity Planning: Plan system capacity and content growth to accommodate expanding business intelligence requirements while maintaining performance standards and user satisfaction across organizational implementations.

System Administration Integration

Database Maintenance: Coordinate content management with database maintenance procedures and system optimization activities to ensure business intelligence system reliability and performance sustainability.

Security Updates: Integrate content management with security updates and system patches to maintain data protection and access control effectiveness while preserving business intelligence functionality and user access.

Backup and Recovery: Ensure that content management procedures align with backup and recovery strategies that protect organizational business intelligence assets and support business continuity requirements.

Monitoring and Alerting: Implement monitoring and alerting systems that track content management activities and system performance to enable proactive management and rapid response to issues affecting business intelligence operations.

Best Practices for Content Management

Strategic Management Approach

Business Alignment: Align content management practices with organizational strategy, business cycles, and decision-making requirements to ensure that business intelligence asset management supports rather than impedes organizational effectiveness.

User-Centered Design: Design content management workflows that prioritize user experience and business requirements while maintaining administrative efficiency and organizational compliance with governance and security standards.

Quality Assurance: Implement quality assurance processes that ensure content accuracy, functionality, and professional presentation throughout the content lifecycle and organizational business intelligence evolution.

Continuous Improvement: Use feedback and performance metrics to continuously improve content management practices and ensure that business intelligence asset administration enhances organizational value and effectiveness.

Operational Excellence

Governance Framework: Establish governance frameworks that provide clear procedures, accountability, and decision-making authority for content management while enabling flexibility and responsiveness to changing business requirements.

Documentation Standards: Maintain comprehensive documentation of content management procedures, organizational standards, and decision-making rationale to support knowledge transfer and consistent implementation across administrative teams.

Training and Support: Provide training and support for content management capabilities to ensure effective utilization while maintaining standards and supporting organizational adoption of business intelligence best practices.

Risk Management: Implement risk management procedures that protect business intelligence assets while enabling efficient content administration and supporting organizational resilience and business continuity requirements.

Effective reports and dashboards management creates organized, maintainable business intelligence environments that scale with organizational growth while preserving analytical sophistication and supporting strategic decision-making across Partner Portal and Customer Portal implementations.

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