Access to shared reports and report data

When you view a report, you can only read the data that you have permission to access. If you don’t have read permission to a particular kind of data, such as applications, devices, or users, then the report doesn’t display that information for you. (Permissions are granted to roles by the sysadmin—see Admin Portal administrative rights for the details.

Note:   The report doesn’t indicate any limitations to that user’s permissions. This means that people with different permissions can view the same report but see different results.

You can share any report in the Shared Reports folder. Sharing a report involves assigning it to specific roles and also to the folder(s) that contain the report.

When you assign a report or a report folder to a role, you also specify the level of access that the role has—read access, read and write access, or owner access. If you specify a role as an owner of a report or a report folder, then that role can modify, rename, share, or delete the report.

There are three kinds of access permission for reports:

  • The level of access to the report definition
  • Access to the data that is read by the report
  • Access to the folder that contains the report

The report access level determines whether you can read, copy, modify, or share the report definition.

You can create reports in the Shared Reports folder, or you can copy reports from either the My Reports or Builtin Reports folders into the Shared Reports folder.

When you modify a report in the Shared Reports folder, you can also assign the report to roles. When you assign the report to a role, you also specify what the administrators in that role can do with the report by specifying either the Read, Read and Write, or Owner access. You also specify similar levels of access for the report folders.

  • Read: Administrators can view and copy the report, but they cannot modify it, move it, or share it.
  • Read and Write: Administrators can view, copy, move, and modify the report.
  • Owner: Administrators can view, copy, move, and modify the report. Administrators can also grant other administrators access to the report.

At the minimum, you need to assign administrators to a role with at least the Read Only System Administration permission to enable them to view built-in and their own reports.

To share reports, you need to assign administrators to a role with Report Management permission.

However, you also need to grant administrators access to the types of data that you want them to view in the report. Administrators do not see report data for which they do not have permission to view.

Administrators can always view report data related to their own mobile devices.

For example, if an administrator has the Application Management permission but not the Device Management permission, when that administrator opens a report that generates both application and device results, the administrator sees only the application data.