Sharing Reports and Dashboards

Reports and Dashboards are a great way to view and showcase data that is being created in the Change Machine app. As a System Administrator, you can create Reports, Dashboard, and Folders and also share them with your Staff to show this data but you can limit who has access to view this data.

Creating Report or Dashboard Folders:

1. Click on the Reports or Dashboards Tab.
   
   
2. Click on the New Folder button.
   
   
3. Enter a name for your new Folder on the Folder Label field. Press the Tab Key or click into the Folder Unique Name field. This field should automatically create an entry for the Folder Unique Name Field.
   
   
4. Click the Save button to create your new Folder.
   
   
5. To view Report or Dashboard Folders, click on the Folders navigation links to the left side of your screen:
   1. All Folders shows all folders that were created in your Salesforce instance.
   2. Created by Me shows all folders that were created by you.
   3. Shared with Me shows all folders that were created by other Users but shared with you.
      
      
6. After creating a folder, you can now save Reports or Dashboards in these Folders along with any other Folders you have access to.

Sharing Report or Dashboard Folders:

Reports and Dashboards, when created, can be saved in Folders. As a System Administrator, after creating Folders, you can decide which Users can or cannot have access to the saved Reports or Dashboard in that specific Folder.

1. Locate or create the Folder that you would like to set access permissions.
   
   
2. To the far right of the name of the Folder, click the down arrow icon.
   
   
3. You should see four (4) options: Favorite, Share, Rename, Delete.
   
   
   
   
4. Click Share to view sharing options.
   
   
   
   
5. On the Share folder screen, you have a few options:
   1. Share With:
      1. Users: You can choose individual Users that have logins.
      2. Roles: If your Organization has set up Roles, you can share with users that have a specific assigned Role.
      3. Roles and Subordinates: Same as above but also allow access to any Users that are assigned Roles in a hierarchy.
      4. Public Groups: You can choose "All Internal Users" to allow all Users to access this folder.
         
         
   2. Names: Use this field to search for any Users, Roles, or Public Groups that you want to grant access to.
      
      
   3. Access:
      1. View: This is only access to view the contents of this Folder.
      2. Edit: This is access to view and make changes to the contents of this Folder.
      3. Manage: This grants full access to the contents of this Folder including deleting items or the Folder. NOTE: The creator of the Folder automatically has Manage permissions upon creation.
         
         
6. You must click the Share button after selecting each User, Role, or Public Group to grant access to them. They will show up in the Who Can Access section below as you add them.
   
   
7. Click Done when you have finished granting permissions for this Folder.

Share Individual Reports or Dashboards:

Similarly to Folders, as a System Administrator, you can create individual Reports and Dashboards decide which Users can or cannot have access to them.

After creating a Report or Dashboard you can choose what users you want to have or not have access to them. When viewing your Report or Dashboard in those tabs, you will see the same down arrow icon and options to share your Report or Dashboard.

The sharing settings will also be the same as above and you can choose individual Users, Profiles, Profiles and Subordinates, or Public Groups along with View, Edit, or Manage permissions.

NOTE: If you have already a Folder with access permissions set, the individual Reports or Dashboards in that Folder CANNOT have different access permissions. You will not see the Share option for these Reports or Dashboards.

To learn more about Reports and Dashboards, click here to learn from this Salesforce training module: Reports & Dashboards for Lightning Experience (estimated 1 hour, 50 minutes)

• Introduction to Reports and Dashboards in Lightning Experience (estimated 10 minutes):
  • Phrase business needs as answerable reporting questions.
  • Explain the difference between a report, dashboard, and report type.
• Create Reports with the Report Builder (estimated 25 minutes):
  • Use the drag-and-drop report builder.
  • Explain the value of using filters, cross filters, and filter logic.
  • Create a tabular report.
• Format Reports (estimated 25 minutes):
  • Describe report formats: tabular, summary, and matrix.
  • Create a matrix report.
• Visualize Your Data with the Lightning Dashboard Builder (estimated 25 minutes):
  • Explain the difference between report charts and dashboards.
  • Create a dashboard and underlying report.

You can also visit the Reports and Dashboard Folders article from Salesforce to learn more.