In the prior blog post, we started to learn about Report Permissions in Salesforce and what abilities the various permissions granted to users. Today, we’ll continue to learn about report permissions with illustrations of the actions users are able to perform when they are granted additional access.
Overview
As in the previous blog post, please note that as we move down the list of permissions below, each previous permission will still be granted to the user. (Ex: when discussing the ‘Edit My Reports’ permission, the respective user will still have the previous ‘Create Report Folders’ permission granted.)
Additionally, the example user has already been granted the following permissions as well as View access to the ‘Opportunity Reports’ Report Folder and the ‘Opportunities Dashboards’ Dashboard Folder.
- Run Reports
- Create and Customize Reports
To update access, modify the System Permissions at the profile level, or create a Permission Set and assign it to individual users or groups.
The Salesforce report permissions we will cover today are:
- Create Report Folders
- Edit My Reports
Create Report Folders
Create report folders and manage these folders if sharing rights allow.
Prerequisite permissions:
- Run Reports
- Create and Customize Reports
With the ‘Create Report Folders’ permission, users are now able to create report folders that will be visible and accessible to other users depending on the sharing settings for the folder.
When the user creates a new folder, they will be prompted to give the folder a name.
The user is then able to manage and share the folder contents with other Users, Roles, Role & Subordinates, and Groups by providing either View, Edit or Manage access.
However, users with the “Create Report Folders” permission do not have the ability to manage report folders created by other users, unless they are specifically granted Manage access by someone that already has Manage access for the respective folder.
Edit My Reports
Edit, move, save, and delete user’s own reports in shared folders.
Prerequisite permissions:
- Run Reports
- Create and Customize Reports
With the ‘Edit My Reports’ permission, users with View access to shared reports are able to modify, move, save and delete their own reports in a shared folder.
Although our example user has View access to the ‘Opportunity Reports’ Report Folder, they can’t save their own reports to that shared folder – the folder will not appear when the user attempts to save their report.
Additionally, if they attempt to move a report they created from Public Reports or a Private reports folder, the shared folder will not appear then either.
However, when users are granted the ‘Edit My Reports’ permission, they are able to save their own reports to folders that have been shared with them.
Note that this permission is still different than granting a user Edit or Manage access to a folder and its contents.
With just the ‘Edit My Reports’ permission, users can only edit and manage the reports they personally created in a shared folder. They can click the edit button to make an edited copy of a report in the folder that was created by another user, but they cannot save the edits to the report or manage any reports created by another user.
In contrast, when a user is granted Edit access to a folder and its contents by someone else with Manage access, they are able to modify reports in the shared folder that were created by other users.
Continue learning about report permissions in the next Reporting Series blog post: Salesforce Reporting Permissions pt. 3.
Additional Information
- Salesforce Report Permissions pt. 1
- Salesforce Help: User Permissions for Sharing Reports and Dashboards
- Salesforce Help: Enhanced Folder Sharing in Reports and Dashboards: Considerations and Requirements
Cover Photo by Georg Bommeli on Unsplash
