Using Share Option

The Share option is used to manage access and share reports.

This menu offers two key functionalities:

Share Access

This functionality allows you to control and manage access permissions for folders and reports within the File Cabinet. You can specify which users or user groups have access, define their level of access, and choose whether child artifacts should inherit these permissions. You can use this feature to control who can view, edit, or manage the reports.

How to Manage Access Permissions Using Share Access?

1. Click Reports.
2. On the File cabinet, click Share > Share Access. The Share Reports window is displayed.
3. Select the required folder or report from the drop-down list. By default, the folder or report selected in the File Cabinet page is displayed in the drop-down list.
4. Select the Inherit Permissions from the checkbox and select the required folder from which you wish to inherit permissions. Permissions can be inherited only from one of the parent folders in the hierarchy.
5. Type the user or user group name that you want to add in the search box.
6. Select any of the following access privileges:
   1. Can Read
   2. Can Edit
   3. Full Control
      Notes:

      • You can provide Can Edit access only to folders.
      • An administrator or a user with Full Control access can share a report.
7. Select one of the following from the Apply Permissions to Children drop-down list:
   Note:

   The Apply Permissions to Children drop-down list is only visible for folders.
   • Never: If selected, the artifacts have independent permissions. By default, this option is selected.
   • Always: If selected, the source artifact permissions are inherited to existing and newly added artifacts at all levels. The artifact status is displayed as Inherited beside the user or user group name.
     For example, if Always is selected for a parent artifact, the children's artifacts will inherit the same permissions as the parent. The image below displays that the Financial Reports (child) folder inherits the same permissions as the File Cabinet (parent) folder.
     When the permissions on the source artifact are updated, the same permissions are applied to all its children automatically.
     
     
     Notes:

     • Overriding or removing permissions in the target artifact does not update them for existing users or user groups.
     • Changes to permissions are effective only for users or user groups with the 'Inherited' status or when new users or user groups are added to the source artifact.
   • Once: If selected, the artifact permissions are copied only to all the existing children. Any new child added to the artifact will not have the same permissions. Also, if you update permissions on the source artifact, the same permissions are not copied to its children automatically.
     Note:

     Permissions are inherited only to those artifacts for which the user has Full control access.
8. Click Share.
9. You can also share the links using the Share Access option. In the Share Reports screen, click the Copy Link. The link will be copied and you can share the link offline through email or messaging.

Copy Link

This option allows you to copy report links and share them with users. The copied links honor security permissions, ensuring that users can access reports based on their permissions. Users can view reports and, if they have permission to edit, make direct edits through the shared links.

How to Share a Report With Copy Link Option?

1. Click Reports.
2. Select the report you want to share from the File Cabinet.
3. Click Share > Copy Link in the menu bar.
   
   
4. Share the link offline through email or messaging.