ArticlesBite Size Analytics: How to Share Reports With Share Settings

• Reporting and Analytics

Financial Report Builder (FRB) reports are shared with all users but this does not need to be the case. To restrict access to reports this can be done through platform sharing. This byte will go through the setup and private sharing in FRB.

Changing Sharing Settings

A Salesforce Administrator will need to change these settings and the instructions can be found here.

To change a Financial Report to Private access, go to Setup > Sharing rules.

This makes all reports private, meaning only visible to the ‘Owner’ of the report. To enable Sharing in FRB, change the page layout for the object and add ‘Sharing’ from ‘Mobile & Lightning Actions’:

Once Sharing is enabled an additional menu item is available from FRB – ‘Sharing’. From there, reports can be shared to Groups, Roles, or individuals etc.: 

Shared reports are then available and visible to whoever they have been shared with.

Real life example

The following users, roles, profiles and groups are used in these examples:

User: Johnny Reporter

Role: CEO

Profile: System Admin

Member of Group: None

User: Jari Olsen

Role: Accounting

Profile: FinancialForce Read Only

Member of Group: Finance

User: Pauline Jansen

Role: CFO

Profile: FinancialForce Accountant

Member of Group: Finance

Initial Setup:

Johnny is System Administrator and can access and view all reports. 

The following reports are currently accessible to Pauline, as she owns 1 report herself: 

Jari does not have access to any reports: 

1: Johnny wants to share Income Statement with all of Finance – sharing the report with the Public Group “Finance”:

Pauline now has access to: 

Jari has access to: 

2: Jonny wants to share the cashflow report with the CFO by sharing the report using the ‘CFO’ role: 

Pauline, assigned the CFO role – now has access to 3 reports:

Jari’s list of accessible reports is unchanged: 

• To share Reports with Share Settings