File Cabinet

The File Cabinet stores and organizes reports and report artifacts. It contains folders, subfolders, and folder contents such as reports and report sets. It is also where you will create Dynamic Reports, Reports Sets, Analytics Reports, and more.

A default File Cabinet folder structure is provided. The default File Cabinet folder structure is available for reporting administrator roles. For regular users the folder structure is displayed according to report access privileges. Users with full access can add reports and sub-folders to these folders. Folders for Dynamic Reports and Report Sets are created only after Reporting Cube creation.

File Cabinet security setup is performed you, the Administrator. Reports are displayed in the File Cabinet for regular users with Report Access. Regular users with read-only Report Access may access Dynamic Reports, however, these users may not copy, delete or edit these reports. Read-only Report Access does allow users to modify the report (drag objects from the left panel, reorder or remove objects in the layout area, insert formulas, change number formats, etc.), but none of these changes can be saved.

Users must be provided with Navigation Access to open the File Cabinet.

1. Navigate to Maintenance > Admin > User Management.

2. Click Navigation Role.

3. Select Navigation Access.

4. Select the Role assigned to the user or user group and click the Reports checkbox.

5. Click Save.

To provide users and user groups with access to generated reports, each user or user group must be assigned access privileges.

There are two pre-defined reporting roles available for users:

• Report Administrator—Full control of all report artifacts and folders, including sub-folders

• Regular User—Permissions dependent upon the security permissions assigned to the user at the artifact, folder, and sub-folder level.

Access roles include no access, read, edit, and full control:

• Read—User or user group can perform all actions except save, save as, copy, edit, delete, rename, or set security. User can run the report, drill-down, drill-through, check the usage report and add the reports to favorites.

• Edit—The Edit option is enabled only for folders. There is no edit access for reporting artifacts.

• Full control—User or user group an do all of the same as read access, and can also save. save as, copy, edit, delete, rename, or set security.

Favorites:

• For a Reporting Administrator user, when the security associated with an artifact (report or folder) is changed, the affected Reporting Administrator user(s) will still have access to the artifact. The artifact will not be removed from the Reporting Administrator’s Favorites.

• For a Reporting user, when the security associated with an artifact (report or folder) is revoked by a Reporting Administrator or Reporting user, the affected user(s) will no longer have access to the artifact even though it will appear in their Favorites.

• No matter if you are a Reporting user or Reporting Administrator user, when permissions to an artifact are copied, the artifact will not be present in Favorites for the target user even if present in Favorites for the source user.

• Favorites functionality does not apply to user groups.

Because Dimension security cannot be sourced by the users' Approval Role when a Budget Entity is built on an Attribute (versus the Budget Hierarchy), you must disable Approval Role security and use Dimension Security. Access the Dimension Security screen by navigating to .Maintenance > Reports > Dimension Security. Select the user and the reporting area and set specific access based on what you want the user to access in Reporting.

1. Navigate to Maintenance > Admin > User Management > User.

2. Select a user from the list, then click More > Report Access. A list of reports for which the user has access to in the File Cabinet appears in the right pane.

3. To add a report or report folder to the access list, select the report or folder and then use the right arrow to add it to the list in the right pane.

4. Select the level of access that the user will have for the report or report folder: No access, Read, Edit, or Full Control.

5. Click Save. To setup or edit more users or user groups, select them from the User or User Group pull-down menu and repeat the appropriate above steps.

Once users are created in, or loaded to, Planful, these users need to be provided with report access.

Organizing users by user group makes report access assignment quicker and easier to implement.

Reporting security may be administered directly from the Reports module. Click Reports (highlighted in blue) to access the File Cabinet.

Click the More list-box and select Security. Report administrators can use this page to select users individually, or by user group, and assign the appropriate user access to the selected report. Click the User or User Group tab and select the user or user group in the left pane. Click the forward arrow.

Once the user or users group is listed in the right pane, select Read, Edit or Full Control access. Select one of the following:

• Read:

  • Report or Reporting Artifact - User can perform all actions except save, save as, copy, edit, delete, rename, and security. User can run the report, drill-down, drill-through, check the usage report, and add the reports to favorites.

  • Folder - User can open the folder and view contents. User cannot add reports, save reports to the folder, add sub-folders, delete the folder, or change the name of the folder.

• Edit:

  • Report or Reporting Artifact - There is NO edit access for reporting artifacts. The Edit radio button is opened only for folders.

  • Folder - User can open the folder and view contents, and add reports to the folder. User cannot delete the folder or change report access security.

• Full Control:

  • Report/Reporting Artifact/Folder - User can perform all actions including save, save as, copy, edit, delete, rename, and security. User can run reports, drill-down and drill-through, check the usage report, and add reports to favorites.

For example, you want to set up a folder with a Balance Sheet and an Income Statement that several users can access but not save. You want the users to be able to open the report and save each report to their own folder. Once saved to their folder, you want the users to have the ability to edit the report.

Provide the users with Full Control to the Balance Sheet and Income Statement reports so they can duplicate the reports in their own folders. Provide the user with Edit or Full Control access to the folder where they need to save the reports.

Dimension Security is applied to all reports irrespective of Report Access. Dimension Security is applicable for all users with Read or Full Control.

Optionally, for folders, select Copy permissions from parent folder to copy all permissions already defined for the parent folder to the item.

Optionally, for folders, select Apply permissions to children to apply permissions to all of the item's children.

You can also set up user security from the User Management interface. This interface is helpful when security for an individual user or user group needs to be reviewed and modified.

Perform the following steps to set up report security by user:

1. Navigate to Maintenance > Admin > User Management.

2. Select a user.

3. Select Report Access from the More list box.

4. Complete the Report Access page.

Perform the following steps to set up report security by user group:

1. Navigate to Maintenance > Admin > User Management and click the User Group tab.

2. Select a user group.

3. Click More and select Report Access.

4. Complete the Report Access page.