IBM Business Analytics Proven Practices: Working with IBM Cognos 10 Enhanced Search Permissions and Capabilities

Product(s): IBM Cognos 10.x; Area of Interest: Infrastructure

This document describes how you can get more out of Cognos Search by working with enhanced search.

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Aniket Kulkarni, System Software Engineer, IBM

Aniket Kulkarni is a System Software Engineer with the IBM Cognos team, a QC prime for Cognos Enhanced Search. Aniket has been involved for 4 years in software testing field out of which around 2 years of experience on Cognos Search and currently looking after QC effort and Automation for Enhanced Search.



Rohan Ambasta, Systems Software Engineer, IBM

Rohan Ambasta, a graduate from Pune University, is a Systems Software Engineer in IBM Cognos Enhanced Search team. He has work experience of around 4 years in Mobile and Web Application Development. He is currently involved in design and development activities for Enhanced Search.



Umesh Wani, Software Engineer, IBM

Umesh Wani, a Software Engineer with the IBM Cognos Enhanced Search team, is primarily involved in QC and Automation for Enhanced Search. He has around 3 years of experience in Software Testing. He keeps a check on search performance along with other QC activities.



21 November 2012

Introduction

Purpose

IBM Cognos Enhanced Search makes it easy for you to find the business intelligence information that you need. You can do a full-text search of content published to IBM Cognos BI. The search results will include various aspects such as name matches, description matches, heading matches, match in text or potential metadata match. But not every user is entitled to view all of these matches. The search engine serves users according to the capabilities they possess. So certain users with higher privileges can enjoy all features provided by IBM Cognos Enhanced Search while the users with few privileges can have the basic features.

Applicability

This document applies to IBM Cognos BI version 10.x on all platforms.


IBM Cognos Enhanced Search Users

IBM Cognos Enhanced Search serves three types of users, namely:

  • Admin Users
  • Enhanced or Advanced Users
  • Scaled Down or Basic Users

These users are categorized according to the capabilities they possess and the groups/roles they belong to. Each type of user has their set of features defined by IBM Cognos Enhanced Search.

Admin Users

The users listed under the System Administrators role are termed Admin Users. These users can be referred as super-users of IBM Cognos Enhanced Search. These users have rights and permissions to index the content for rest of the users. They are entitled to all features provided by IBM Cognos Enhanced Search. They can view all results with all type facets, report parts, metadata, owner facets, suggested results, create and explore results and related results.

Note: Adding a user to the System Administrators role will also give that user total control over the IBM Cognos BI environment through IBM Cognos Connection and IBM Cognos Administration.

To create an Admin User,

  1. Navigate to IBM Cognos Administration > Security > Users, Groups and Roles as shown in Figure 1.
    Figure 1 - User, Groups and Roles management under the Security tab in IBM Cognos Administration
    Figure 1 - User, Groups and Roles management under the Security tab in IBM Cognos Administration
  2. From the list of namespace entries on the Directory page, select Cognos.
  3. Paginate till you see System Administrators in the list as shown in Figure 2.
    Figure 2 - Navigating to System Administrators role in the Cognos namespace
    Figure 2 - Navigating to System Administrators role in the Cognos namespace
  4. Click the Set properties icon.
  5. Select the Members tab. You will see the list of users which are currently assigned to the System Administrators role.
  6. To add a new user, click on the Add link at bottom right and the Select entries (Navigate) window will appear showing the list of security namespaces in the Available entries section (Figure 3).
    Figure 3 - The Select entries (Navigate) window showing the available security namespaces
    Figure 3 - The Select entries (Navigate) window showing the available security namespaces
  7. Select the checkbox for Show users in the list and click on the namespace which contains the desired user. Move the desired user from the Available entries section on the left to the Selected entries section on the right. Click on the OK button at bottom of page. As shown in Figure 4, the user Harry Miller from the LDAP namespace has been added to the System Administrators role.
    Figure 4 - Selected entries (Navigate) window showing the users to be added to the System Administrators role
    Figure 4 - Selected entries (Navigate) window showing the users to be added to the System Administrators role
  8. Finally, click the OK button again. The user is now successfully added to the System Administrators role and is now an Admin User for IBM Cognos Enhanced Search (Figure 5).
    Figure 5 – The System Administrators members list after adding the new user Harry Miller to the role
    Figure 5 – The System Administrators members list after adding the new user Harry Miller to the role

Advanced or Enhanced Users

Advanced or Enhanced Users are the users which possess the Execute Indexed Search capability. Enhanced Users can view all types of results, the same as Admin Users. The only difference is that Enhanced Users cannot perform indexing operations. The results available for Enhanced Users are,

  • Related results
  • Suggested results
  • Create and explore results
  • Type and parts results
  • Metadata results

To create an Advanced or Enhanced User,

  1. Navigate to IBM Cognos Administration -> Security -> Capabilities.
  2. Locate the capability named Execute Indexed Search, click the arrow beside the name to expand the drop-down list and click Set properties (Figure 6).
    Figure 6 - Security tab in IBM Cognos Administration showing the list of capabilities with Execute Index Search highlighted
    Figure 6 - Security tab in IBM Cognos Administration showing the list of capabilities with Execute Index Search highlighted
  3. Click on the Permissions tab and select the checkbox Override the access permissions acquired from the parent entry as shown in Figure 7.
    Figure 7 - Execute Indexed Search entries window showing users, roles and permissions available for the Execute Indexed Search capability
    Figure 7 - Execute Indexed Search entries window showing users, roles and permissions available for the Execute Indexed Search capability
  4. Click the Add... link. As shown in Figure 8, the list of available security namespace directories will appear.
    Figure 8 - Selected entries (Navigate) window showing the available security namespaces for the Execute Indexed Search capability
    Figure 8 - Selected entries (Navigate) window showing the available security namespaces for the Execute Indexed Search capability
  5. Select the checkbox for Show users in the list and click the required namespace. Navigate to find the desired user and move it from the Available entries section on the left to the Selected entries section on the right. In Figure 9, we see that users Harry Miller and Kirsten Vaughan from the LDAP namespace have been added to the Selected entries section.
    Figure 9 - Selected entries (Navigate) window showing selected users for the Execute Indexed Search capability
    Figure 9 - Selected entries (Navigate) window showing selected users for the Execute Indexed Search capability
  6. Click the OK button. Click the checkboxes beside the new users and assign privileges to them by clicking the Grant checkboxes from right table (Figure 10). The permissions that you need to grant are Read, Write, Execute and Traverse.
    Figure 10 - Assigning permissions to the Execute Indexed Search capability to the newly added users
    Figure 10 - Assigning permissions to the Execute Indexed Search capability to the newly added users
  7. Click the OK button once again and the newly added users, Harry Miller and Kirsten Vaughan, will now be Advanced or Enhanced Search Users.

Scaled Down or Basic Users

The users which are not included in the System Administrators role or do not have Execute Indexed Search capability are termed Scaled Down or Basic Users. Basic Users have very limited usage of the IBM Cognos Enhanced Search engine. They can view those results which have name or description matches only. Artifacts with other matches such as metadata, heading and potential data match will not be included in the result set.

Basic Users can see only owner and type facets such as reports, query, dashboards, and agents. Features such as report parts, suggested links, related results, create and explore are not available for Basic Users.


Search Results for Admin Users and Enhanced Users

Admin Users and Enhanced Users are shown the same result page. The various elements of the result page as presented in IBM Cognos Connection are described below. In addition, the result page as it appears in IBM Cognos Business Insight and IBM Cognos Workspace will be described.

Search Results As Seen In IBM Cognos Connection

Create and Explore Results

This section, shown in Figure 11, provides the user with a set of default queries that are based on the search criteria on which to start building a report. This display is a way to provide you with a head start on getting the information that you are after when there are no existing reports that provide the necessary detail. You can use one of these queries and then customize it to create a report that can be reused or shared with others. The Actions column will show the studio that the package can be reported off of. In Figure 11, Report Studio and Query Studio appear for all three packages.

Figure 11 – The Create and Explore results section
Figure 11 – The Create and Explore results section

Main result set

This section contains actual results which match the search term. The matches can be in the name field, description, heading, metadata or annotations. Each result will have score (rank in %) which will be calculated on number and type of matches for that result (Figure 12). The action buttons, shown to the right of the report, will show the same selections as the user would see in IBM Cognos Connection.

Figure 12 - Main Result set
Figure 12 - Main Result set

Refine pane

This section groups the results into certain categories. Each category will then have its sub-category. Each sub-category is known as a facet. The user can filter or refine the result set using these facets. Typical categories could be Type, Part, Owner and Metadata while sub-categories are IBM Cognos Content Store artifacts such as reports, dashboards, agents, list and combination charts (Figure 13).

Figure 13 – The Refine pane contains grouped results
Figure 13 – The Refine pane contains grouped results

Related pane

If your IBM Cognos Enhanced Search Admin User has configured search to work with a third-party search engine such as the Google search appliance, then results are returned from the external third-party search source. This provides an opportunity to include content that is not contained in the IBM Cognos environment so that you are presented with more inputs to help answer their questions (Figure 14).

Figure 14 – The Related pane showing content from a third-party search engine
Figure 14 – The Related pane showing content from a third-party search engine

Suggested Links

This section provides you with suggested content based on predefined suggestions that are defined on the index search by your IBM Cognos Enhanced Search Admin User (Figure 15). The action buttons, shown to the right of the report, will show the same selections as the user would see in IBM Cognos Connection.

Figure 15 – The Suggested Links section
Figure 15 – The Suggested Links section

Search Results As Seen In IBM Cognos Business Insight And IBM Cognos Workspace

In IBM Cognos Business Insight and IBM Cognos Workspace, the search results appear in the side panel of the workspace. By default the main search page is shown. The Refine pane is situated in the sliding pane which can be viewed by clicking the >>Refine Search button (Figure 16).

Figure 16 - Result set and facet pane
Figure 16 - Result set and facet pane

In addition, a drop-down named IBM Cognos Results provides the user with the search result options IBM Cognos Results, Create and Explore Results, Collaboration Results and Related Results (Figure 17).

Figure 17 - Search options
Figure 17 - Search options

Collaboration results are results from an IBM Connections server. These results will appear only if an IBM Connections server is configured with the IBM Cognos BI server.


Search Results for Basic Users

Basic Users have limited features of IBM Cognos Enhanced Search. This section will describe the result pages for Basic Users in IBM Cognos Connection and IBM Cognos Business Insight and IBM Cognos Workspace.

IBM Cognos Connection

The search results page for a Basic User in IBM Cognos Connections is fairly simple. Due to restrictions on search options, a Basic User has only the main search result section and the Refine pane (see Figure 18). The sections for Create and Explore, Related Search and Suggested Links are absent for the Basic User. In addition, the Refine pane has only the Type and Owner categories. The action buttons, shown to the right of the report, will show the same selections as the user would see in IBM Cognos Connection.

Figure 18 - Search result page in IBM Cognos Connection for basic user
Figure 18 - Search result page in IBM Cognos Connection for basic user

IBM Cognos Business Insight and IBM Cognos Workspace

In IBM Cognos Business Insight and IBM Cognos Workspace, the view for search results for a Basic User is same as the Enhanced User and the Admin User but the results and options are limited. A main search side pane is available with sliding refine panel (Figure 19) and the drop-down for search options contains only the IBM Cognos Results option (Figure 20). The drop-down options Create and Explore Results, Collaboration Results and Related Results do not appear.

Figure 19 - Results and facet pane in IBM Cognos Business Insight and IBM Cognos Workspace
Figure 19 - Results and facet pane in IBM Cognos Business Insight and IBM Cognos Workspace
Figure 20 - Search options in IBM Cognos Business Insight and IBM Cognos Workspace for basic user showing just IBM Cognos results
Figure 20 - Search options in IBM Cognos Business Insight and IBM Cognos Workspace for basic user showing just IBM Cognos results

Summary

The users and search privileges can be summarized as follows,

Roles and Capabilities:

System Administration RoleExecute Index Search Capability
Admin UsersYesYes
Enhanced / Advanced UsersNoYes
Basic / Scaled Down UsersNoNo

Search Features:

UsersAdministratorsAdvanced or Enhanced UsersScaled Down or Basic Users
Index Task Creation and RunYesNoNo
Basic SearchYesYesYes
Create-Explore ResultsYesYesNo
Suggested ResultsYesYesNo
Related ResultsYesYesNo
Type and Owner FacetsYesYesYes
Parts, Creation date and Metadata facetsYesYesNo
Name and Description matchesYesYesYes
Other matchesYesYesNo

Note: The Other matches column includes Heading matches, Annotation matches, Match in potential data and Metadata matches.

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