Secure Folders

If your organization has enabled Emburse Analytics' Secure Folders feature, you can control who can view or edit the dashboards and reports in each company folder. Users without access do not see secured folders.

Every dashboard and report in a secured folder follows that folder's access. You cannot assign access to one dashboard or report inside a folder. If content needs different access, move it into its own folder.

Before you enable Secure Folders, identify the users who should be Security Admin members and move content that non-admin Creators must maintain out of the company root folder. See Enable Secure Folders, below, for details.

Folder Permissions

Folder permissions are separate from the Viewer and Creator user types. For user types, see Emburse Analytics User Types And Roles.

• The Creator user type does not by itself grant Edit access to a Secure Folder.
• A Creator can have View access on one folder and Edit access on another.
• You cannot grant a Viewer Edit access.
• If you assign a user both directly and through a group, the assignment with Edit access prevails.

Manage Permissions

Your ability to manage folder permissions depends on your user type, folder access, and Security Admin group membership.

• A Creator who has Edit access on a folder can manage its permissions.

• Security Admin members can manage permissions for any secure folder.

• Users with View access cannot manage permissions.

1. In the company folder, locate the folder you want to secure.

2. Open the folder action menu and select Permissions.

   

3. Review the people and groups who currently have access. Security Admin has Edit access, and you cannot remove Security Admin from this list.

   

4. To restrict the folder, select the trash icon on the All Users row. All Users is the company-wide group. Until you remove that row and select Apply, the folder is accessible by anyone in the organization.

   

5. Select Add to grant access to a named user or a group. For more details on groups, see Group Management Admin Screen.

   

6. Select the plus button to the right of each person or group you want to add. The plus changes to a check mark.

   

7. Use the drop-down menu next to each person or group to select either View or Edit access.

   

   Use the Set All Roles To drop-down to change whether the default role is View or Edit. This lets you give the same access to several users at once.

   

8. Review the complete permission list, then select Apply to replace the folder's entire permission list with the list in the dialog.

   

Named User Limit

A folder can have up to 10 directly assigned named users. Groups do not count toward that limit. The counter shows how many named users are selected. At 10 named users, you cannot add another named user until you remove someone.

For a larger team, create a reusable group and assign permissions to the group instead. See Group Management Admin Screen for details.

Scheduled and Burst Deliveries

The Secure Folders feature does not restrict the data in a scheduled or burst report delivery. A recipient who cannot view the folder can still receive the report output by email.

For example, a Creator with Edit access to Finance Reports can send a scheduled or burst report to people who cannot view that folder. Those recipients still receive the emailed output. To schedule a delivery, see Schedule a Report or Dashboard and Schedule Bursted Reports.

Enable Secure Folders

Before Emburse enables Secure Folders for your organization, choose the Security Admin users and move content that non-admin Creators must maintain out of the company root folder.

Changes at Enablement

Enabling Emburse Analytics' Secure Folders feature does not automatically restrict existing nested folders. Creators retain their ability to edit, rename, and add content to those folders until a Security Admin or folder editor changes the folder's permissions.

The only immediate change is at the company root folder. Only Security Admin members can create folders, dashboards, or reports directly under the company root folder after Secure Folders is enabled.

• Your organization’s Security Admin group has Edit access across the company folder structure.

• Removing the All Users group from one folder does not change any other folder.

Security Admin Responsibilities

Enabling Secure Folders creates a Security Admin group. Manage its members in Group Management Admin Screen.

• Security Admin members have Edit access to every folder in the company folder structure.
• Security Admin members can restore access when a folder's last editor leaves the organization.
• Security Admin members are the only users who can create or manage content directly under the company root folder after the Secure Folders feature is enabled.
• Keep at least two active Creators as Security Admin members so access never depends on one person.

Plan Folder Access

Plan the folder structure before you restrict folders.

• If a parent folder has Edit access, its child folders can only have Edit access.
• If a parent folder has View access, its child folders can have View access or Edit access.

Keep content with different security requirements in separate folders. A practical structure is to leave company-root access at View for All Users, create a folder for each department or purpose, and grant Edit access only where someone maintains the content.

Common Folder Setups

The examples below use Finance Reports as a sample folder.

Related Information

• Group Management Admin Screen

• Folder Contents and Access

• Create A New Folder