report sharing

[SakshamB]

Who can grant permission to users or groups for access to a report to see the content in the dashboard, and how/where can an admin user see who can grant those permission except for other admin users and who is the report owner?

[AndersBGS]

Hi @SakshamB ,

Please see the different reporting roles: https://docs.servicenow.com/bundle/xanadu-now-intelligence/page/use/reporting/reference/reporting-ro...

The admin will be able to see who have access to what based on role assignment. 

If my answer has helped with your question, please mark my answer as accepted solution and give a thumb up.

Best regards 

Anders

[chiragpathak]

Hi @AndersBGS,

The sharing setting is missing everyone option when I try to share it to. Could you help me with where do I find it? cause its OOTB functionality but its missing on there

[PrashantLearnIT · Accepted solution]

Hi @SakshamB 

1. Who Can Grant Permissions to Reports and Dashboards:

• Report Owner: The person who creates the report is considered the owner and has the ability to share it with other users or groups.
• Admin Users: Admin users, by default, have full permissions and can also manage access to reports and dashboards.
• Users with the report_admin or report_writer roles: These users can create, modify, and share reports with others.
  • report_writer: This role allows users to create, edit, and share reports with specific users or groups.
  • report_admin: This role provides more advanced permissions, allowing the user to manage all reports and share them.

2. How to Share Reports and Dashboards:

To share a report and grant access to other users or groups, the report owner or an admin follows these steps:

For Reports:

1. Navigate to Reports > View / Run.
2. Open the report you want to share.
3. In the Report Viewer, click on the Sharing icon (a padlock icon at the top right).
4. In the sharing options, you can:
   • Share with specific users.
   • Share with specific groups.
   • Share with everyone in the organization (public sharing).
5. Select the users, groups, or roles you want to share the report with.
6. Click Save to apply the changes.

For Dashboards:

1. Navigate to Self-Service > Dashboards or the location of the specific dashboard.
2. Open the desired dashboard.
3. Click on the Sharing option in the dashboard header.
4. In the Sharing Settings, you can:
   • Share with users or groups.
   • Set different access levels, such as view-only or edit access.
5. Save the sharing settings.

3. Where Admins Can See Who Has Permission to Grant Access (Apart from Admin Users) and Report Ownership:

View Report Ownership and Permissions:

• To check who owns a report and who can manage the permissions, follow these steps:

1. Navigate to Reports > View / Run.
2. Open the specific report.
3. Look for the Created By field or check the Report Owner field in the report settings (this typically shows who initially created the report).

View Dashboard Ownership and Permissions:

• For dashboards, admins can use the following approach to find out who owns a dashboard and who can manage sharing:

1. Go to Self-Service > Dashboards or locate the specific dashboard.
2. Open the dashboard and click on the info icon (usually located in the top-right of the dashboard) to see details about the owner.
3. In the dashboard details, check the Owner field, which shows the dashboard's creator.
4. To view who has permission to access or edit the dashboard, click the Sharing button, which will list the users or groups with viewing or editing permissions.