Applying Departmental Folder Permissions in Cognos

Overview

This article provides instructions on how to apply departmental folder permissions (for folder delegates) in Cognos Analytics.

The intended audience includes University of Oregon deans, department heads, or delegates, with authority to create and maintain folders and permissions within the IDR Cognos departmental folders.

Process

Folder Structure

The departmental folders are located at the top level of team content within the Cognos portal. The IDR team will create the top-level folder for you. The sub-folder structure can then be created by you in a way that best supports your department.

Many departments create separate sub-folders for Student Reports, Finance Reports, and Report Development.

Navigation to the Departmental Folders within the Team Content folder

Create a Folder

  1. Navigate to the Departmental Folder and click the folder icon.
    Create a new folder within a Departmental Folder
  2. Enter the name for the folder and click Add.
    Name the new folder

Adding a user

  1. Navigate to the folder to which you want to grant or modify access.
  2. Check the box next to the folder name and click on Properties at the top menu.
    Select the folder and click on the Properties menu
  3. Click on the Permissions tab
  4. Place a check in the box labeled Override parent permissions
  5. To add a user, click the plus sign
    Permissions tab options to override parent folder permissions and add a user
  6. Select AD.
    select the AD user group
  7. Type the name of the user in the Find box and press Enter on your keyboard to search.
  8. Select the name of the user and click Add at the bottom of the search result screen.
Tip: Since the names in AD are listed as the full name, with Duck ID in parenthesis, a search by Duck ID may return better results. 

Find user field

Managing Permissions

  • Read allows a user to access the folder but nothing else. Needed for allowing a user to access a subfolder without them being able to run reports in the parent folder.
  • Run allows access to run reports.
  • Write allows access to run reports as well as save reports.
  • Full allows access to create or delete folders, and the ability to set permissions for others. This permission level should be reserved for folder delegates only.
  1. Select the name of the user for whom you want to grant or edit permissions.
  2. Select the name and grant Run, Write, or Full permissions. Then select Save.
    Select the user and the permissions level
Warning! Do NOT check the box Apply to all children as this will cascade all permissions for all users through the child folders.
Please Note: In order for the user to navigate to the folder or report, they will need at least Read access granted to all parent folders.

Additional Support

For assistance, please contact the IDR Team by submitting a ticket through the link at the top of this article. 

Create a Ticket Print Article

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