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Sharing Content in University Wide>Shared (Hy11)


Last Updated:  3/7/12 2:42:14 AM 8373-8193-7022

Important Note: When sharing reports in My Reports, be sure to verify that the intended user has all the database authorizations that the report uses. Data policies state that as the owner of a report you are held accountable for any unauthorized use by user(s) with whom you have shared content. Details for computing use policies can be found at http://getprotected.asu.edu and in the data access policy.

Individuals may share queries in the University Wide>Shared folder through the following process.

Note: This process differs from University Wide>Transfer. If you do not have privileges to a shared folder, contact the appropriate folder owner in your department.

This is a two step process that first applies permissions to the folder and then applies permissions to the content within.

Permission to the folder must be applied at the individual user level. To apply permission to the folder:

  1. Navigate to the Shared folder location and select the appropriate folder.

     
  2. From the main menu, click on Edit and then select Edit Permissions...

     
  3. Users can be located by searching by Asurite(User Id), Last Name or First Name. The Asurite (User Id) option, should produce one search result since it is a unique identifier. Type in the Asurite of the individual with whom you want to assign access and click on Update List.

     
  4. Once the user is found and displayed, select the user and move them into Selected Users, Groups and Roles using the move arrow.
    Note:  If the individual does not have access to Hyperion 11, they will not be found and "Items not found" will appear under Users.

     
  5. Double click on Inherit to access the options available under the Access property.


    The various options are (choose one option below):
    • No Access: Cannot access the folder.
    • View: Can only display the folder.
    • Modify: Change, but not delete. Has ability to add users and add content.
    • Full Control: Display, change and delete folder, users and content within.

    Do not select (leave unchecked) the option of "Make these the default permissions for all Interactive Reporting files I import."
     
  6. Once the Access privilege has been assigned, click on OK to close the Permissions window for the folder.

 

Permission to the report must be applied at the group level. To apply permission to the report:

  1. Navigate to report stored within the shared folder. Right click on the report and select Edit Permissions.

     
  2. Click on the Groups tab. Groups are associated with the various content areas. For example, the group associated with the student data content is "Student", whereas the group associated with the human resources data content is "HR".
    Note: Only the content on which the report is based should be granted access. Inappropriate group access can be a violation of data policies.

     
  3. Groups can be located by searching for the group. Type in the group name and click on Update List.

     
  4. Once the user is found and displayed, select the user and move them into Selected Users, Groups and Roles using the move arrow.
     
  5. In the Selected, Groups and Roles window, under the Access to File property, double click on Inherit to access the options available.


    The various options are (choose one option below):
    • Inherit: Not set to Anything. This permission defaults to No Access.
    • No Access: Cannot access the document.
    • View: Can only display the document.
    • Modify: Change, but not delete.
    • Full Control: Display, change and delete.

  6. Under the Adaptive State property, double click on Inherit to access the options available (choose one option below).


    • Inherit: Not set to Anything. This permission defaults to View Only if this is the only permisssion declared.
    • View Only: Can view but cannot modify document. Will allow access to only the Results section. No "Process" option is available.
    • View and Process: View documents and refresh data, cannot modify. Will allow access to only the Results section. Able to "Process" the document.
    • Analyze: Create and modify charts, pivots and reports in the document, but cannot modify the queries or refresh the data. No Query section is available. No "Process" option is available.
    • Analyze and Process: Create and modify charts, pivots and reports in the document and refresh data. Cannot modify the query. No Query section is available but able to "Process" document.
    • Query and Analyze: Create and modify charts, pivots and reports in the document and refresh data. Can build and limit queries before processing. Will allow access to both the Query and Results sections. Able to "Process" document. No table catalog available.
    • Datamodel and Analyze: Create and modify charts, pivots and reports in the document and refresh data. Can build and limit queries before processing. Can create and modify data models. Will allow access to both the Query and Results sections. Able to "Process" document and table catalog is available.

  7. Leave the Favorite option as Inherit. Also, do not select (leave unchecked) the options of:
    • Make these the default permissions for all Interactive Reporting files I import.
    • Push this item to selected Users, Groups and Roles.

  8. Once the Access to File and Adaptive State options have been assigned, click on OK to close the Permissions window.

     
  9. You will be returned to the main Explore workspace.

 



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