Report and Dashboard Permissions

Report and Dashboard permissions enable secure, controlled access to business intelligence capabilities while maintaining data security and organizational compliance requirements. Effective permission management ensures that users can access appropriate analytical tools and underlying data while preserving information security boundaries and supporting collaborative business intelligence across diverse organizational roles and responsibilities.

Requirements

To configure report and dashboard permissions, users must be assigned a security role with the following permissions:

Administrator System Role for comprehensive permission configuration and entity management capabilities

Entity management permissions for enabling reporting on Magentrix and Salesforce entities

Security Role management permissions for configuring user access to reports and dashboards

Folder management permissions for implementing sharing and access control strategies

Entity Reporting Enablement

Enabling Reports for Magentrix Entities

Entity Configuration Process: By default, no entities are enabled for reporting functionality. Administrators must explicitly enable reporting for each entity that will serve as a data source for reports and dashboards through systematic configuration processes.

Magentrix Entity Enablement:

1. Navigate to Setup Home page within the portal administration interface
2. Click Create > Entities to access Magentrix entity management functionality
3. Search for and select the specific entity that requires reporting capabilities
4. Click Edit to access entity configuration options and advanced settings
5. Enable the Allow Reports checkbox to activate reporting functionality for the selected entity
6. Click Save to preserve the reporting enablement configuration

Entity Relationship Considerations: When enabling reporting for entities that participate in Master-Detail relationships, ensure that both parent and child entities have reporting enabled to support comprehensive cross-entity analysis and relationship-based reporting scenarios.

Custom Entity Support: Both standard Magentrix entities and custom entities created for specific organizational requirements can be enabled for reporting, ensuring comprehensive coverage of business data and analytical requirements across diverse organizational implementations.

Enabling Reports for Salesforce Entities

Salesforce Entity Integration: Organizations using Salesforce integration can enable reporting for Salesforce objects and entities through dedicated configuration interfaces that respect Salesforce security models and organizational data architecture.

Salesforce Entity Enablement:

1. Navigate to Setup Home page within the portal administration interface
2. Click Extend > Salesforce to access Salesforce entity management functionality
3. Search for and select the specific Salesforce entity that requires reporting capabilities
4. Click Edit to access entity configuration options and integration settings
5. Enable the Allow Reports checkbox to activate reporting functionality for the selected Salesforce entity
6. Click Save to preserve the Salesforce reporting enablement configuration

Integration Security: Salesforce entity reporting respects existing Salesforce security models and organizational data access policies, ensuring that portal-based reporting maintains appropriate data security and compliance with Salesforce governance requirements.

Cross-Platform Analysis: Enabling reporting for both Magentrix and Salesforce entities enables comprehensive cross-platform business intelligence that leverages data from multiple business systems and organizational data sources.

Security Role Configuration

Reports and Dashboards Access Permissions

Core Permission Requirements: Users require specific security role permissions to access and utilize Reports and Dashboards functionality, ensuring that analytical capabilities align with organizational roles and data access requirements.

Essential Security Role Permissions:

• All Entities, Report (system): Read, Create, Edit, Delete for comprehensive report management capabilities
• All Entities, Folder (system): Read, Create, Edit, Delete for folder structure management and organization
• All Entities, Dashboard (system): Read, Create, Edit, Delete for complete dashboard functionality
• Tab Settings, Reports: On for interface access and navigation capabilities
• App Settings: App with Reports Tab must be Visible for user interface integration

Permission Granularity: Security role permissions can be configured with different levels of access including Read-only for report consumers, Create and Edit for report developers, and Delete for administrative users with content management responsibilities.

Role-Based Access Design: Configure permissions based on organizational roles and responsibilities rather than individual user requirements, ensuring scalable permission management and consistent access control across user communities and organizational functions.

Entity-Specific Data Access

Read Permissions for Source Entities: Users must have Read permissions for all entities that serve as data sources for reports and dashboards, ensuring that underlying data access aligns with organizational security policies and business requirements.

Cross-Entity Permission Requirements: Reports and dashboards that span multiple entities require Read permissions for all involved entities, including related entities accessed through lookup fields and master-detail relationships.

Data Security Preservation: Entity permissions ensure that report and dashboard access respects underlying data security models, preventing unauthorized access to business information through analytical interfaces and maintaining organizational compliance requirements.

Permission Validation: The system validates entity permissions when reports and dashboards are accessed, ensuring that users can only view analytical content based on data they have appropriate access rights to view through their security role configuration.

Advanced Permission Configuration

Full Control Access Requirements: Saving reports to specific folders requires "Full Control Access" permissions that enable comprehensive content management and organizational capabilities within designated folder structures.

Scheduled Reports Permissions: Creating scheduled reports requires additional permissions including "All Entities, Reports (system) Settings, Allow Subscribe To Reports: Enabled" that grants access to automation and distribution capabilities.

Administrative Oversight: Administrator Security Role provides comprehensive oversight capabilities including the ability to view and delete all scheduled reports across the portal instance for system management and compliance monitoring.

Folder-Based Sharing and Access Control

Folder Sharing Configuration

Hierarchical Permission Model: Reports and dashboards inherit sharing permissions from their assigned folders, enabling efficient access control through folder-level configuration rather than individual item permission management.

Folder Sharing Process:

1. Navigate to the target folder within the Reports interface
2. Click the dropdown arrow beside the folder name
3. Select Edit to access folder configuration options
4. Select the Share tab to configure access permissions
5. Configure sharing visibility and access levels for organizational requirements
6. Click Done to save sharing configuration

Sharing Visibility Options:

• Visible only to owner: Restricts access to the folder creator, providing private analytical workspace
• Visible to all users: Grants access to all portal users for broad organizational sharing
• Visible to certain groups of users: Enables targeted sharing to specific users, groups, and security roles

Access Level Configuration

Permission Level Options: Folder sharing supports three distinct access levels that provide granular control over user capabilities while maintaining security boundaries and organizational requirements.

Access Level Definitions:

• Can View: Read-only access to reports and dashboards within the folder for information consumption without modification capabilities
• Can View and Export: Read access plus export functionality for data extraction and external analysis capabilities
• Full Control: Comprehensive access including creation, modification, deletion, and management of folder contents

User and Group Assignment: Folder sharing enables assignment to individual users, user groups, and security roles, providing flexible permission management that accommodates diverse organizational structures and collaborative requirements.

Permission Inheritance: Reports and dashboards automatically inherit access permissions from their folder assignment, ensuring consistent security application and reducing administrative overhead while maintaining appropriate access control.

Best Practices for Permission Management

Security Strategy Development

Least Privilege Principle: Implement least privilege access that provides users with necessary reporting and dashboard capabilities while minimizing security exposure and maintaining appropriate organizational boundaries for sensitive business intelligence.

Role-Based Permission Design: Design permission structures based on organizational roles and business functions rather than individual user preferences, ensuring scalable access control that adapts to personnel changes and organizational evolution.

Regular Permission Review: Establish procedures for regular review of report and dashboard permissions to ensure continued alignment with organizational roles, security requirements, and business needs as responsibilities and personnel change over time.

Compliance Integration: Permission configuration must align with organizational compliance requirements including data privacy regulations, security standards, and industry-specific requirements that govern business intelligence and analytical content access.

Organizational Implementation

Folder Structure Strategy: Design folder structures and sharing strategies that support business processes and organizational hierarchy while maintaining security boundaries and enabling efficient content discovery and collaboration.

Permission Documentation: Document permission strategies, folder organization rationale, and access control decisions to support organizational knowledge management and ensure consistent implementation across administrative teams and business units.

User Training and Communication: Provide training and communication about permission structures and access control to ensure that users understand available capabilities while supporting adoption and appropriate utilization of business intelligence tools.

Change Management: Develop change management procedures for permission modifications that maintain analytical continuity while enabling adaptation to organizational restructuring, role changes, and evolving business requirements.

Operational Excellence

Audit and Monitoring: Implement audit procedures that track permission usage, access patterns, and compliance with organizational policies to ensure continued effectiveness and identify optimization opportunities for business intelligence access control.

Performance Optimization: Consider performance implications of permission structures and folder organization to ensure that access control enhances rather than impedes user experience and analytical productivity across organizational implementations.

Incident Response: Develop procedures for responding to permission-related incidents including unauthorized access, data exposure, or compliance violations that ensure rapid response and appropriate remediation while maintaining business continuity.

Continuous Improvement: Use feedback from users and stakeholders to continuously improve permission structures and access control strategies that enhance business value while maintaining security and compliance requirements.

Integration with Organizational Security

Enterprise Security Alignment

Identity Management Integration: Report and dashboard permissions integrate with organizational identity management systems and security policies to ensure consistent access control across business applications and analytical tools.

Single Sign-On Compatibility: Permission structures support single sign-on implementations and organizational authentication systems while maintaining granular access control for business intelligence capabilities and analytical content.

Compliance Framework Integration: Permission configuration aligns with organizational compliance frameworks including regulatory requirements, industry standards, and corporate governance policies that govern analytical content and business intelligence access.

Risk Management: Permission strategies support organizational risk management by ensuring appropriate access control for sensitive business information while enabling collaborative analysis and strategic decision-making across authorized stakeholders.

Data Governance Integration

Data Classification Alignment: Permission structures should align with organizational data classification schemes and sensitivity levels to ensure that access control reflects the criticality and confidentiality of underlying business information.

Stewardship Integration: Report and dashboard permissions integrate with data stewardship responsibilities and governance frameworks to ensure that analytical content access aligns with data ownership and management accountability.

Lifecycle Management: Permission strategies support data lifecycle management by enabling appropriate access control throughout the analytical content lifecycle from creation through archival and retirement.

Quality Assurance: Permission frameworks support quality assurance processes that ensure analytical content meets organizational standards while maintaining appropriate access control and security boundaries throughout content development and maintenance.

Effective report and dashboard permission management creates secure, collaborative business intelligence environments that support organizational decision-making while maintaining data security and compliance requirements across Partner Portal and Customer Portal implementations.

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