Overview
All content is managed through a security and categorisation infrastructure which is managed through the Content Folders. Content is stored within a two tier folder structure of Folders and Sub Folders.
The security of your reports is managed at the folder and sub folder level, not at the individual item level. The purpose of this is to simplify the creation of reports in the system.
- Folders are used to hold and split Sub Folders into groups. They do not contain content directly.
- Sub Folders are located within a defined Folder and are used to store content with specified function and access permissions.
The content types that are stored in this structure are reports, dashboards, views, data transformation flows, presentations and stories.
Ensure that you create both a folder, and a sub folder before you save your content.
Creating a folder
This process shows how to create a parent folder, which can be used to store sub folders.
- Navigate to Administration > Administration Console from the left side navigation
Expand the Content Folders tab and click the Add button
For more information click here.
Creating a sub folder
Create a sub folder by following the steps below. Note that at least one folder should already be created.
- Once a folder has been created, click the Add button under the Content Folders list in the Admin Console to start defining Sub Folders
You will be taken to the same folder setup page
For more information click here.
Configuring content approval and security access
This section allows you to configure an expert approval process for the content stored in this folder, as well as define which users can access the content.
- Provide the details for the sub folder, then click the User Access tab
- Enable the Expert Approval Required to Publish toggle to define an approval process for content created in this folder
This allows administrators and advanced users to approve content in the folder before it is activated for public consumption, ensuring it is correct and the data can be trusted
- Select a user or group in the Person/Group panel as the expert approver
Sub Folders can also be secured to restrict access to the content they contain based on specified permissions. The options for setting the security are as follows:
Security setting Description Unsecure People can access the content stored here without logging in. Public Users will have to log in before being able to view the content, but all users of the system will be able to view it. Private Only selected users will be able to access this content. - If you choose Private, then you must select a person or group and then the level of access that they are permitted
Click on the access level of the selected user (or approver) to update their level of access. Three types of access exist:
Access Level Description Read Users will only be able to read the content but not create new items of this type of content. Edit If a content item exists a user will be able to edit and update an existing piece of content but not create new or delete items in this folder. They will also be able to read all content in this folder. Delete Users with delete access will be able to read, edit, create and delete content of this type. You must have at least one person with delete access Note: if you want all your users to be able to read the item make sure you have a group created with all your users. Use this group for read access
- Select a user with delete access to finish
You cannot finish the process if you do not have at least one person or group with delete access. You can have as many groups and people in the list as you wish. - Once done, click Submit to save changes
A blue approved icon will appear on the sub folder to indicate expert approval is required to store content in this folder
Primary org content security
When using Client Org functionality, you are able to secure content sub folders at the primary org by assigning access to user groups created at the client org level. This will allow administrators to restrict primary org content to specified users in each client org, rather than all primary content being available to all client org users.
Editing a folder or sub folder
- To make changes to a Folder or Sub Folder, locate it on the Admin Console page and click on its name
For more information click here.
Deleting a folder or sub folder
- To delete a Folder or Sub Folder, locate it on the Admin Console page and click on the x next to it in the list
A pop-up will appear confirming your request to delete the folder
- Click OK to delete the folder
- If the folder contains content, the following pop-up will appear
You will need to delete or move the content before the folder can be deleted
- Click OK to return to the Admin Console page