Guides - How to Restrict Users Access to Reports

How to Restrict Users Access to Reports

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<div><div><div><div><div><div><style>p { margin: 0; }span.fr-emoticon.fr-emoticon-img { background-repeat: no-repeat !important; font-size: inherit; height: 1em; width: 1em; min-height: 20px; min-width: 20px; display: inline-block; margin: -0.1em 0.1em 0.1em; line-height: 1; vertical-align: middle; } span.fr-emoticon { font-weight: normal; font-family: "Apple Color Emoji", "Segoe UI Emoji", "NotoColorEmoji", "Segoe UI Symbol", "Android Emoji", "EmojiSymbols"; display: inline; line-height: 0; } blockquote { border-left: solid 2px #5e35b1; color: #5e35b1; margin-left:0; padding-left:5px;}blockquote blockquote{ border-color: #00bcd4; color: #00bcd4;}blockquote blockquote blockquote{ border-color: #43a047; color: #43a047;} table.grid{ border-collapse: collapse;} table.grid td, table.grid th { border: 1px solid #ddd;} .fr-fic.fr-dib{ display: block; margin: 5px auto;}.fr-fic.fr-dib.fr-fir{ text-align: right; margin: 5px 0 5px auto;}.fr-fic.fr-dib.fr-fil{ text-align: left; margin: 5px auto 5px 0;}.fr-fic.fr-dii{ float: none; margin: 5px auto;}.fr-fic.fr-dii.fr-fil{ float: left; margin: 5px auto;}.fr-fic.fr-dii.fr-fir{ float: right; margin: 5px auto;}img.fr-dib.fr-fir { margin-right: 0; text-align: right;}img.fr-dib.fr-fil { margin-left: 0; text-align: left;}img.fr-dib { margin: 5px auto; display: block; float: none;}img.fr-bordered { box-sizing: content-box; border: solid 5px #CCC;}img.fr-shadow { box-shadow: 10px 10px 5px 0px #cccccc;}img.fr-rounded { border-radius: 10px; -moz-border-radius: 10px; -webkit-border-radius: 10px; -moz-background-clip: padding; -webkit-background-clip: padding-box; background-clip: padding-box;}</style><div><div>In this guide we will cover:- Making Reports Available in the Portal - Restricting which Reports Users can see in the Portal- Making a Report Publicly Available Making Reports Available in the Portal Head to Configuration > Self Service Portal, and then to the Menu Buttons area. Here, add the button called 'My Reports'. This button will take users to a page in the portal where they can see all the reports they have access to. In the button configuration, under 'Visibility Restrictions' you can set which users can see this button, therefore access reports. This is useful if you would only like certain users e.g. managers, to be able to see reporting data.  <img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImFmYTdkYzM4LTNjMzMtNGJiYy05NmY4LWVmZTAzOTEyZDg0YyJ9.X9ThkwP5ztj4A0vuSwIZo0ECgK1L-G5eJzJA-QsQifg" class="fr-fic fr-fil fr-dib" style="width: 381px;">Fig 1. Visibility restrictions on portal button If left blank everyone will be able to see this button, otherwise only the users listed in this table will be able to see the button. Restricting which Reports Users can see in the PortalIf you would like some but not all reports to be visible on the portal, you can set this against each report. Head to Reporting > select a report you would like to restrict > Availability tab, under 'User Access' de-select the option for 'Allow All Users To Access This Report'.  Now you can select which users (if any) have access to the report.You can set which users have access at the following levels:<ul><li>User</li><li>Site</li><li>Customer</li><li>Role </li><li>Department</li><li>Organisation</li></ul> <img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjUzZDRmYTExLTA4OTUtNDUxZi1hMWYyLTQyNTc3OTIxZjJlYyJ9.q_x2OqzJR0AlJ0vXBkPmE6LobZrkurC34BMgzv6Uh1E" class="fr-fic fr-fil fr-dib" style="width: 768px;">Fig 2. User access table against report Any users in this table, or who come under the entity selected in the table, will be granted access to the report and be able to view it in the portal.  Making a Report Publicly AvailableTo make a report available to anyone (without needing to log in to the portal) you will need to add the report to a dashboard then publish the dashboard useful when you would like to display data on a wallboard.  To do this head to Configuration > Reporting > Dashboards > New, name the dashboard, add this report to the dashboard as a widget, save. Now head to the 'User Access' tab and enable the setting 'Publish this Dashboard'. Upon enabling you will be given a URL to access the dashboard at. If you would like users to be able to access the report without needing to log in to the portal, enable the setting 'Allow anonymous access'. This setting will override anonymous access settings on the self service portal. This will allow anyone to view this report at the given URL. <img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImZjMzAwODllLTFmNzQtNDc5Ni05MjUwLTEzNzcyOTE2MTA3YSJ9.VzbZ8FTI1DDyjgjyRqK8HwfQryWikK11l0ssUuWb96Q" class="fr-fic fr-fil fr-dib" style="width: 902px;">Fig 3. Publish dashboard setting and allow anonymous access setting Now, anyone who enters this URL into a browser will be able to see the dashboard. Publishing Raw Report DataIf you would like the report to be publicly available at a given URL, for reference purposes we recommend using the above method (publishing a report via a dashboard), as this will show the formatted report data.  However, you can also make raw report data publicly available. Useful when you would like to use third party tools to format/evaluate data.  To do this, under the 'availability' tab of the report check the option to 'publish this report'. From here you can choose the access level, whether to allow anonymous access to the report, or restrict the access to selected <a data-fr-linked="true" href="https://usehalo.com/haloitsm/guides/2063" id="isPasted" target="_blank" rel="noopener noreferrer">publish profiles</a>. <img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6Ijk4MzY3ZDdlLWQyNDEtNDRjYy04ZTdlLTQwMGZhZjZmM2UzMyJ9.tDM8v_J1Vd1nJYg_WvWOtCQ1YLgtlj0mgcYQA1l4bLw" class="fr-fic fr-fil fr-dib" width="888" style="width: 890px; height: 577.64px;" height="578">Fig 4. Publish report data When 'Allow Anonymous access' is selected an endpoint will be provided to append to your instance URL. Anyone who navigates to this URL will be able to see the raw data returned by the report, keep in mind this will be the data only, the report will not be formatted.  If you have given various agents reporting access and would like to remove their ability to make report data publicly available, head to configuration > reporting > general settings > enable 'Disable anonymous reporting access'. Agents will then only be able to publish reports to <a data-fr-linked="true" href="https://usehalo.com/haloitsm/guides/2063" id="isPasted" target="_blank" rel="noopener noreferrer">publish profiles</a>. </div></div></div></div></div></div></div></div>

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