Managing reports when user leaves

[PaulaaO]

Hi,

I've just started as a Sys admin so learning almost everything from scratch - we have a colleague due to leave soon and they've created a suite of 21 reports in ITBM module. As these have been created by them and haven't been shared, will they disappear once the user is made inactive?

What is the most efficient way to keep hold of these - besides sharing each of them individually are there any other solutions, best practices to do this easier? 

Thanks 🙂

[Tony Chatfield1 · Accepted solution]

Hi, the reports should not disapear as they have not direct dependancy on the user record, but you can xml out a copy if you are worried - although they would also be recoverable from your sub-prod instance.

If you check the OOB ACL's, Ownership of a report is effectivly defined by the field 'Created by user' and the quickest way to update this field (and the field 'User') for a set of report is via xml and text editor.

From the menu Reports > Administration > All (table sys_report) filter on Created by user, export the results to xml, Open in a text editor replace the sys_id of the departed user in Created by user and User, save then import the xml.

If you needed to to this a lot you could look at adding ACL to allow for list view updating of Created by user,
but I suspect the requirement would be very infrequent.

[Sajilal]

I would advise if these reports are really important, ask him to share it with you or make the reports Global for all so that it would stay forever. Later you can modify the reports as per your need.

Please Mark as ✅ Correct if this solves your issue and also mark ???? Helpful if it helps resolve your problem.

Thanks,
Saji

[Dhiren Aghera]

Better to share all the reports to a group of people part of the team so that it is not person dependent. Making it Global will expose the reports to all, so if these reports need restricted access then better to share it.