In this article, we'll show how to specify which Fixed and User-created reports your stakeholders are able to see in the reports hub.
For example, a Compliance Manager may need to access reports for Learn but none for Perform. In that scenario, only a specific selection of Learn reports can be made visible to the Compliance manager.
In the sections below, we’ll cover:
- Walkthrough of Report details
- Give a User access to reporting
- Summary of permissions
- View and manage Report visibility
- Manage Report ownership
- Bulk manage report visibility using Learn groups
Walkthrough of Report details
In this video, Omar walks through Report details for Fixed reports:
Give a User access to reporting
Before you can decide which reports a User can see, you’ll first need to give them access to reporting. When granting access to reporting, users can be given access as Viewers or Editors.
This is controlled in the Roles section of Manage Users:
View Give a User access to Reporting and Analytics for full steps to make a User a Viewer or Editor. The choice you make here will determine what options will be available to a User when they are given visibility of a report.
Summary of permissions
Note that the data a User sees in a report is controlled by the security model. Users will not necessarily see the same data in the report as you will. For example, a manager would only see their team members in a report.
Fixed reports
To manage the visibility of a Fixed report, you must be an Editor.
| Action | Viewer | Editor |
| View the report name and description | X | |
| View the dataset name and description | X | |
| View the report ownership (defaults to Kallidus for all fixed reports) | X | |
|
View and edit the report visibility between the following options:
|
X | |
| See saved ‘Views’ in a report | X | X |
| Create saved ‘Views’ in a report | X | |
| Create report reminders | X |
User-created reports
To manage the visibility of a User-created report, you must be an Editor and the report Owner. Each report can have one Owner only.
| Action | Viewer | Editor | Owner |
| View the report name and description | X | X | |
| View the dataset name and description | X | X | |
| View the report ownership | X | X | |
| View the report visibility | X | X | |
| Edit the report description | X | X | |
| Edit the report ownership | X | ||
|
Edit the report visibility between the following options:
|
X | ||
| See saved ‘Views’ in a report | X | X | X |
| Create saved ‘Views’ in a report | X | X | |
| Create report reminders | X | X |
View and edit report visibility
Once your stakeholders have been given the correct level of reporting access (Viewer or Editor), you can choose which Fixed and User-created reports they should see.
Note that report visibility is controlled via Report details, and you must have Editor permissions to access it. Here's how to access the page for both Fixed and User-created reports:
- Browse to the reports area:
- Find any report in the reports hub, and select Actions
- Select Report details:
The report details page contains the following information and options:
Name and description
The name and description as it appears in the reporting hub.
Dataset
The Dataset used to build the report. A Power BI dataset is a collection of pre-built fields, dates, and measures that are designed to give you a focused set of raw materials with which to build a report.
For more information about Datasets, view:
- Overview of the available datasets and how they're used
- Datasets: Understanding data folders and data fields
Report ownership
The report owner has control over who can see the report. A few things to know about report ownership:
- Kallidus is the owner of all Fixed reports
- Only a report Editor can become the Owner of a User-created report
- For a newly created User-created report, ownership is granted to the report creator
- For an existing User-created report, the owner can transfer the ownership to another editor
- For an existing unowned User-created report, any editor can claim ownership of the report*
*An existing User-created report will only be 'unowned' if it was created prior to the release of the 'Report visibility' functionality.
Share access to this report
For User-created reports, only the report Owner can make a report visible to other users (Viewers or Editors). For Fixed reports, any editor can make a report visible to some or all Viewers. All Fixed reports are always visible to all Editors.
All new Fixed reports introduced after the release of the 'Report visibility' functionality will be set to "Only editors" by default. Similarly, all new User-created reports will be set to "Only me" by default.
When a User with Editor permissions has access to a Fixed or User-created report, they can view and administer the report. This includes creating reminders and views.
Bulk manage report visibility using Learn groups
The "Specific people and groups" visibility option can be incredibly powerful, particularly when also using Group rules to automate Group membership.
Watch the video to see how it works.
In the example, below we're giving visibility of a Fixed report to all Editors, select Viewers, and members of the "Line Managers" Learn group. Using a group rule to auto-enrol users into the group based on their "Manager" LMS role, we can dynamically manage visibility of the Fixed report for all group line managers going forward.
Discover more about reporting with Power BI
Looking for quick answers? Check out FAQ, Reporting and Analytics with Power BI, packed with over 100 common questions and links to in-depth resources.
If you're new to reporting with Power BI, Reporting and analytics 101 introduces the fundamentals to help you get started. For a deeper dive, the short Academy Course Five must-know features explores these key topics in more detail and serves as the starting point for the Get Started: Reporting and analytics with Power BI course.
You can also join our regular Ask Me Anything: Reporting live events - come along and ask your question directly to our panel of experts.
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