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Elevating Reporting Efficiency: The Role of User Management in Bold Reports
Elevating Reporting Efficiency: The Role of User Management in Bold Reports

Elevating Reporting Efficiency: The Role of User Management in Bold Reports

So, you have a powerful tool like Bold Reports to create reports. But how do you make sure viewers only see the information they have permission to see? That is where user management steps in. It’s like having a digital sentinel that controls who can access, edit, and work with your reports. In this blog, we will explore the vital role of user management in Bold Reports and how it helps you share, secure, and organize your reports effectively.

User Management: The Heart of Efficient Reporting

User management is at the core of any reporting tool’s functionality. It plays a pivotal role in ensuring that the right people have access to the right information while maintaining data security and integrity. Bold Reports understands this critical aspect and provides a comprehensive suite of user management features that enable organizations to secure their reporting processes. Admin permissions allow managers to control access and security, ensuring users have appropriate access to data.

Admin Permissions in UMS

This is an overview of the capabilities that users with admin permissions can exercise in the UMS (user management system):

  • Add, Edit, and Delete User Accounts: Administrators can generate new user accounts, alter existing user details, and deactivate or remove user accounts when required.
  • Assign Permissions: Admins can designate additional administrators for other users, distributing the responsibilities of managing user accounts.
  • Create and Manage Reporting Sites (Tenants): Administrators can establish and oversee multiple reporting sites that function as segregated environments for distinct departments, clients, or projects.
  • Define Site Settings: Admins can configure site-specific settings, encompassing branding, appearance, and access controls. This customization ensures the uniqueness of each reporting site.

Admin Permissions within Reporting Sites (Tenants)

This is an overview of the capabilities that users with admin permissions can exercise in the reporting sites:

  • User Account Management: Site administrators can add, modify, and remove user accounts within the reporting site to which they are assigned.
  • Group Management: Admins have the authority to create, edit, and delete user groups within their reporting site. This simplifies the management of permissions.
  • Assign and Modify Group Permissions: Admins can allocate precise permissions to user groups, thereby regulating access to reports and resources within their site.
  • Control User Access: Administrators hold the power to grant or withdraw user access to the reporting site along with its contents.
  • Configure Site Settings: Site admins can fine-tune site-specific settings, including design, layout, and data sources, to align with the requirements of their reporting environment.
  • Content Management: The management of reports, data sources, and data sets available within their reporting site falls under their purview. This ensures an organized and accessible collection of content.

Permissions

Permissions can be managed only by the users belonging to the system administrator group. Permissions can be directly assigned to both users and groups and can be classified in the Access Mode, Entity, and Scope structures.

The list of entities is used to set access for the user, either with a group of resources or with a specific resource.

Entity Permission
All Reports This entity is used to define access for all reports with the chosen access mode in the Report Server.
Reports in Category This entity is used to define access to all categories with the chosen access mode in the Report Server.
Specific Report This entity is used to define access to a specific report with the chosen access mode in the Report Server.
All Datasources This entity is used to define access to all data sources with the chosen access mode in the Report Server.
Specific Datasource This entity is used to define access to a specific data source with the chosen access mode in the Report Server.
All Datasets This entity is used to define access to all data sets with the chosen access mode in the Report Server.
Specific Dataset This entity is used to define access to a specific data set with the chosen access mode in the Report Server.
All Categories This entity is used to define access to all categories with the chosen access mode in the Report Server.
Specific Category This entity is used to define access reports in a specific category with the chosen access mode in the Report Server.
All Schedules This entity is used to define access to all schedules with the chosen access mode in the Report Server.
Specific Schedule This entity is used to define access to a specific schedule with the chosen access mode.

Following is the list of access modes available with a permission module to define the access for users.

Access Mode Description
Read Read permission enables users to view reports, data sets, and data sources on the Report Server. Users can access and view available data sets and reports, with access determined by their designated entity.
Read and Write Read and write permission allows users to view, edit, and access reports, data sets, and data sources. Users can view and edit reports and access the list of data sets and data sources on the Report Server, based on their chosen entity.
Read, Write, and Delete Read, write, and delete permission enables users to view, edit, and delete reports, data sets, and data sources on the Report Server, based on their chosen entity.
Download Download permission allows users to download reports and access data sets and data sources on the Report Server, based on their chosen entity.
Create The create permission enables users to generate reports, data sets, and data sources. This allows users to create new reports and access existing data sets and data sources on the Report Server, with access determined by their chosen entity.

For access to be granted with any of the entities labelled “specific,” the scope must be specified. The next table explains the scopes for the entities.

Entity Scope
Reports in Category A specific category must be chosen to provide access to the reports in that category.
Specific Report A specific report must be chosen to provide access to it.
Specific Data Source A specific data source must be chosen to provide access to it.
Specific Dataset A specific data set must be chosen to provide access to it.
Specific Category A specific category must be chosen to provide access to it.
Specific Schedule A specific schedule must be chosen to provide access to it.

These permissions can be added to both users and groups.

Adding Users

Adding users helps people work together efficiently on projects. It lets them divide big projects into tasks and ensures security with different access levels. Project managers can track progress, enhancing teamwork and communication. It also allows knowledge sharing and personalized user experiences.

To add a new user to your Bold Reports Server:

  1. Navigate to the Users section.
  2. Click New User > Add User.
  3. Fill in the necessary information for the new user.
  4. Finally, click Add to create the user account.

    Adding User | Reporting Tools
    Adding User

For more detailed instructions on how to add a user, please refer to the official documentation.

Note: In addition to manual user creation, you can also import users from CSV files, databases, Active Directory, and Azure AD (Active Directory).

Edit a User

Editing user profiles helps administrators fix mistakes, change user roles and permissions, update access levels, and accommodate personal preferences.

To change a user’s information, click their name. You will go to the user edit page. Click Edit Profile to make changes, then click Save.

Editing User | Reporting Tools
Editing User.

Deleting a User

Regular cleanups of user accounts keep the user list neat, follow data rules, save resources, and boost security.

Note: Users can be deleted from Bold Reports when they no longer require access.

You can delete a user by:

  • Clicking the delete icon in the user list.

    Clicking the delete icon in the user list. | Reporting Tools
    Clicking the delete icon in the user list.
  • Selecting the user and clicking Delete User.

    Clicking the Delete User button. | Reporting Tools
    Clicking the Delete User button.
  • Choosing Delete User in the user edit page dropdown.

    Delete User option from the user edit page. | Reporting Tools
    Delete User option from the user edit page.

Activating and Deactivating Users

Activating users lets them access resources and do tasks. This is vital for new users to start using the system quickly.

Activating Users | User Management
Activating Users

On the other hand, deactivating users revokes access for individuals who no longer require it, such as employees who have left the organization or users who pose security risks. This protects data and keeps the system safe. It’s vital for controlling access and managing users online.

Deactivating Users | Reporting Tools
Deactivating Users

Adding a Group

Creating user groups makes managing users easier. It helps group people with the same jobs and permissions, making it simple to control who can do what. This boosts teamwork, streamlines work, and increases safety because it lets admins set clear rules and watch what users do, making the computer system safer.

Note: Groups can also be added from Active Directory and Azure AD.

You can add a user to a group by clicking the user and then clicking Assign Group at the top.

Clicking Assign Group at the top of the panel. | Reporting Tools
Clicking Assign Group at the top of the panel.

You can also add a group from the group page by clicking the New Group button and selecting Create Group from the dropdown list.

Clicking the New Group button and selecting Create Group from the dropdown list. | Reporting Tools
Clicking the New Group button and selecting Create Group from the dropdown list.

For more detailed instructions on how to add a group, please refer to the official documentation.

Deleting a Group

Deleting a group in user management simplifies organizational structures and enhances security by minimizing the risk of unauthorized access through outdated or redundant group memberships.

You can delete a group by clicking the delete icon from the group management page.

Clicking the delete icon from the group management page. | Reporting Tools
Clicking the delete icon from the group management page.

You can also delete a group by clicking the Delete Group button in the group profile page.

Clicking the Delete Group button in the group profile page. | Reporting Tools
Clicking the Delete Group button in the group profile page.

Adding Permissions to Users

Giving users permissions on a Report Server in Bold Reports means choosing what they can and can’t do. This is important because it keeps data safe, helps people work efficiently, and ensures everyone follows the rules.

On the Users page, click the Manage Permissions icon in the user list to add permissions for the user.

Click the Manage Permissions icon in the user list. | Reporting Tools
Click the Manage Permissions icon in the user list.

You can also add permissions from the user’s profile page.

Add permissions from the user's profile page. | Reporting Tools
Add permissions from the user’s profile page.

To learn more about managing permissions for users, refer to this documentation.

Adding Permissions to Groups

Adding permissions to groups in Bold Reports Report Server ensures secure report management. It allows you to control who can view and edit reports on a more convenient scale. It simplifies onboarding, as new employees can be added to specific groups swiftly, streamlining access management and reducing administrative tasks.

You can add a permission to a group by clicking the Manage Permissions icon.

Clicking the Manage Permissions icon. | Reporting Tools
Clicking the Manage Permissions icon.

Or you can click Manage Permissions on the Groups profile page.

Click Manage Permissions on the Groups profile page. | Reporting Tools
Click Manage Permissions on the Groups profile page.

To learn more about managing permissions for groups, refer to this documentation.

Conclusion

I hope this blog has provided a clear idea of the role of user management in Bold Reports. To learn more about the Report Server, look through our documentation. To experience its features live, check out our demo samples.

If you have any questions, please post them in the comments section. You can also contact us through our contact page, or if you already have an account, you can log in to submit your support question.

Bold Reports comes with a 15-day free trial with no credit card information required. We welcome you to start a free trial and experience Bold Reports. Try it and let us know what you think!

Stay tuned for new releases by following us on TwitterFacebookLinkedInPinterest, or Instagram for announcements.

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