Create Security Groups for Reports

Security groups for reports differ from the other security groups in the way that a report, under certain conditions, can be added to a security group by the users themselves. Normally users should not have the ability to make changes to the other security groups in any way.

This means that a user, if he has a security group for reports set directly on his user level, adds a report to this security group when he creates a report. This also means that if a user has a security group for reports set on the user group to which he belongs he will not be able to add a report to this security group. See examples below.

Forms, companies, and so on, are often created and added to a security group by an administrator.

The figure shows an example of how to set up security groups for reports. SGR = Security Group for Reports (Contains limitations for user to use, for example, report RR and BR)

Figure 1. Example of security groups for reports setup
2 teams of 3 users. Team 1 has no SGR set for team and each user has a different SGR. Team 2 has SGR 1 set for team and 1 user has SGR 1, others have no SGR except at team 2 level.
  • A user can only add a report to a SGR (Security Group for Reports) if the SGR is set directly on the user. Example: User 1 to User 4 above can create a report that will also be added to the SGR that is set to the respective user. Note that if user 1 creates a report this report will be visible to the entire Team 2.
  • If only the user that has created a report should be able to use the report then set up a SGR for each user and do not set up any SGR for the user groups above. Example: When User 2 and User 3 above creates reports, these reports will be added to their respective SGR and can not be read by anyone else.
  • If a SGR is set to a user group this implies that when a user in this group creates a report, the user cannot see the report himself (if not the same SGR is set to the user). In other words the user is not supposed to make additions to a SGR. An administrator can put the report in the SGR set to the user group. Example: If User 5 or User 6 above creates a report, they will not have access to that report. Note that User 4 can add a report to SGR 1.

For information about defining access levels, see Create Security Groups.

Procedure

  1. On the Maintain menu, click Rights/Security Groups. The Security Groups window opens.
  2. On the Reports tab, click the New button.
  3. In the Code text box, enter the code of the new report security group.
  4. In the Name - Group and Name - Local text boxes, enter the name of the security group in the local and group languages.
  5. In the Available list box, select the report or reports you want to include in the security group.
  6. Click the mover buttons to move the selected report or reports to the Selected list box.
  7. Select Access Rights.
  8. Click Save.

Results

  • The access rights defined here affect all user defined reports.
  • If a user creates a new report, the report will automatically be added to the security group the user belongs to.