Report and dashboard folder access

Key Takeaway

You share a report or dashboard by sharing the folder it's saved in. Opening a report or dashboard takes both access to its folder and the needed user permission, such as Run Reports for running a report.

Reports and dashboards are stored in folders. You control who can see them by sharing the folder, not the individual report or dashboard. Each user, group, role, or territory you share a folder with gets a folder access level: Viewer, Editor, or Manager. User permissions then decide what that person can actually do with the reports and dashboards inside the folder.

What a user needs to open a report or dashboard

A user needs two things to open a report or dashboard: access to the folder it's saved in, and the user permission for what they want to do. Neither one is enough on its own.

For example, running a report takes access to its folder plus the "Run Reports" permission. To open a Data 360 report or dashboard, a user also needs access to Data 360.

Platform Administrator Study Guide

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Describe the information found in the company settings

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Distinguish and understand the administration of declarative configuration of the user interface (UI)

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Given a scenario, demonstrate the proper setup and maintenance of users

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Explain the various organization Security Controls

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Given a user request scenario, apply the appropriate security controls based on the features and capabilities of the Salesforce sharing model (for example: Teams, Sharing hierarchy, public groups, org-wide defaults, sharing: roles, subordinates, role hierarchy, report and dashboard folders)

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Org-wide defaults for record access

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Controlled by Parent org-wide defaults

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Internal versus external organization-wide defaults

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Role hierarchy and subordinate access

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Grant Access Using Hierarchies

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Owner-based and criteria-based sharing rules

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Sharing to roles versus subordinates

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Public groups in the sharing model

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Account, opportunity, and case teams

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Manual sharing of individual records

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Report and dashboard folder access

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Object and field permissions versus record-level sharing

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Sharing tools as additive exceptions versus restriction rules

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Implicit sharing and role settings for account child records

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Sharing Hierarchy for explaining who can access a record

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Given a scenario, determine the appropriate use of a custom profile or permission set

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Report and dashboard folder access

Key Takeaway

What a user needs to open a report or dashboard

A user needs two things to open a report or dashboard: access to the folder it's saved in, and the user permission for what they want to do. Neither one is enough on its own.

For example, running a report takes access to its folder plus the "Run Reports" permission. To open a Data 360 report or dashboard, a user also needs access to Data 360.