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Enhanced Folder Sharing for Reports and Dashboards
Enhanced folder sharing introduces new user permissions and changes each user’s access to existing reports and dashboards.
What’s Different in Enhanced Folder Sharing?
Enhanced folder sharing is different from legacy folder sharing in the way you define folders and how access to reports and dashboards is determined. And some of the permissions for report and dashboard folders change in enhanced folder sharing.
It’s simpler to create a folder in enhanced folder sharing.
Accessing the Reports and Dashboards in a Folder
Three access levels in enhanced folder sharing determine how you can interact with the reports and dashboards in a shared folder.
| Legacy Folder Sharing | Enhanced Folder Sharing |
When creating a folder, you specify the folder as read-only or read-write and assign it one of these access types:
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When sharing a folder, you specify View, Edit, or Manage access for the selected users, groups, or roles, or a combination. Depending on user permissions, some users can do more than is indicated by the access level that they’re granted when a folder is shared. The following table lists the capabilities for each access level. |
Folder Access Capabilities in Enhanced Folder Sharing
Permissions for Reports and Dashboards
Some user permissions are different in enhanced folder sharing. When enhanced folder sharing is enabled, Salesforce updates the permissions as the following table shows. For a full list of permissions for reports and dashboards, see User Permissions for Sharing Reports and Dashboards.
Special Folders
The following folders are equivalent in legacy folder sharing and enhanced folder sharing. Only the names are different. Users who have access to the legacy folders continue to have the same access after the upgrade to enhanced folder sharing.
| Folder Name in Legacy Folder Sharing | Folder Name in Enhanced Folder Sharing |
| Unfiled Public Reports | Public Reports |
| My Personal Custom Reports | Private Reports |
| My Personal Dashboards | Private Dashboards |
| Company Dashboards | Company Dashboards |
What Happens with Enhanced Folder Sharing Enabled?
When enhanced folder sharing is enabled,
- All users get View access to the report and dashboard folders that are shared with them.
- Users with Manage Reports in Public Folders or Manage Dashboards in Public Folders can manage all dashboard or report folders (except for others’ private folders) even if no folder is explicitly shared with them or they have only View access.
- Users who don’t get Edit My Reports or Edit My Dashboards permission as part of the upgrade can no longer edit the reports and dashboards in folders that are shared with them. To restore edit access, a company admin who has Manage Reports in Public Folders or Manage Dashboards in Public Folders permission can assign Manage access to users for particular folders. Those users can then assign View, Edit, or Manage access to those folders to other users.
Changes in Folder Access
The following table summarizes the changes in folder access when enhanced folder sharing is enabled.
| For a legacy folder that has read-only or read-write public access and is... | The following occurs after upgrading to enhanced folder sharing |
|---|---|
| Accessible by all users | The folder is shared with the public group All Internal Users. The group has View access to the folder. If the Customer Portal is enabled in your org, then All Customer Portal Users and All Partner Portal Users also get View access to the folder. |
| Hidden from all users | The folder isn’t shared with anyone. Users with View Reports in Public Folders or View Dashboards in Public Folders permission can view the folder contents. Users with Manage Reports in Public Folders or Manage Dashboards in Public Folders permission can edit and manage the folder. |
| Accessible only to specified Public Groups, Roles, and Roles and Subordinates | The folder is shared with each group and role. The groups and roles receive View access. |
Examples
These examples show how enhanced folder sharing works relative to legacy folder sharing.
Example 1: Restoring Edit Access to a Report or Dashboard
In legacy folder sharing, Sally had the user permissions Manage Dashboards and View All Data, but Tim had only View All Data. Sally and Tim built a dashboard that’s saved in a Read-Write folder. With enhanced folder sharing, Sally automatically has the user permissions Manage Dashboards in Public Folders and Create Dashboard Folders. Tim only has the user permission View Dashboards in Public Folders. Sally can view and edit the dashboard that she and Tim created, but Tim can only view it. Because Sally has Manage access to the folder, she’s able to grant Edit access to him. The two can now continue to collaborate on the dashboard.
Example 2: Uninterrupted Edit Access
Tara had the user permission Manage Dashboards in legacy folder sharing. She created and saved a dashboard in a read-write folder. In enhanced folder sharing, Tara has the user permission Edit My Dashboards. She’s still able to edit her dashboard in the folder even though she has only View access. She can also save any new dashboards that she creates in the folder. But she can’t edit anyone else’s dashboards that are saved in the folder.
