# Report and dashboard folders and running users

*Platform Sharing and Visibility Architect Study Guide · Access to Other Data · Last updated October 26, 2026 · https://www.certifyforce.com/study-guide/platform-sharing-and-visibility-architect/access-to-other-data/report-and-dashboard-folders-and-running-users*

Grant report and dashboard access through folder sharing (Viewer, Editor, Manager) plus report permissions, and control what dashboard viewers see through the running user, View My Team's Dashboards and dynamic dashboards, including external-user reporting and the aggregate-data risk of a privileged running user.

- Certification: Salesforce Platform Sharing and Visibility Architect
- Exam section: Access to Other Data
- Study guide: https://www.certifyforce.com/study-guide/platform-sharing-and-visibility-architect

**Official exam objective:**

> Given a scenario, determine the appropriate access control needed to grant access to data that is not standard or custom objects.

## What the exam expects

- Choose the folder access level (Viewer, Editor, Manager) and the report or dashboard user permissions that together meet a least-privilege requirement.
- Recognise which administrative permissions reach every public and hidden folder, and why they are not least privilege.
- Predict what a static or dynamic dashboard shows a viewer from its running user, and who may change the running user.
- Spot aggregate-data exposure through a privileged running user and recommend the fix.
- Grant partner and customer users the right report permissions and folders.

Key terms: **folder sharing** (the folder, not the report, is shared); **running user** (the user whose access a static dashboard uses); **dynamic dashboard** (data follows the logged-in user); **hidden folder** (a folder not shared with the user); **enhanced folder sharing** (Viewer, Editor and Manager levels).

## Key facts

| Fact | Detail | Source |
|---|---|---|
| Unit of sharing | The folder, never the individual report or dashboard | [Folders](https://help.salesforce.com/s/articleView?id=sf.analytics_sharing.htm&language=en_US&type=5) |
| Folder level vs contents | Report permissions, not the folder level, decide edit and delete | [Manager Access](https://help.salesforce.com/s/articleView?language=en_US&type=5&id=sf.analytics_folder_manager.htm) |
| Guest users | Can't access report and dashboard folders | [Viewer Access](https://help.salesforce.com/s/articleView?language=en_US&type=5&id=sf.analytics_folder_viewer.htm) |
| View Reports in Public Folders | Read access to hidden report folders too | [Folder Permissions](https://help.salesforce.com/s/articleView?language=en_US&type=5&id=analytics_sharing_permissions.htm) |
| Static dashboard | Shows every viewer the running user's data | [Visibility Considerations](https://help.salesforce.com/s/articleView?language=en_US&type=5&id=sf.dashboards_view_as_considerations.htm) |
| View My Team's Dashboards | Running user can be anyone below you in the role hierarchy | [Visibility Considerations](https://help.salesforce.com/s/articleView?language=en_US&type=5&id=sf.dashboards_view_as_considerations.htm) |
| Visualforce widget | Ignores the running user; viewer needs page access | [Visibility Considerations](https://help.salesforce.com/s/articleView?language=en_US&type=5&id=sf.dashboards_view_as_considerations.htm) |
| Dynamic dashboards | Can't be scheduled, subscribed to or saved in a private folder | [Dynamic Dashboards](https://help.salesforce.com/s/articleView?language=en_US&type=5&id=sf.dashboards_dynamic_overview.htm) |
| External report permissions | Create and Customize Reports, Report Builder, Edit My Reports | [External User Reports](https://help.salesforce.com/s/articleView?language=en_US&type=5&id=networks_reporting_external_users_report_mgmt.htm) |

## Check yourself

- Why does Manager access not let a user edit a colleague's report?
- When does a dashboard viewer see data they couldn't otherwise reach?
- Why is a Visualforce widget blank for some viewers of a static dashboard?
- Which permission lets a manager choose any subordinate as running user but nobody else?

## Sources

- [Report and Dashboard Folders](https://help.salesforce.com/s/articleView?id=sf.analytics_sharing.htm&language=en_US&type=5)
- [Share a Lightning Report or Dashboard Folder](https://help.salesforce.com/s/articleView?id=analytics.rd_folders_share_enhanced.htm&language=en_US&type=5)
- [Access Levels for Report and Dashboard Folders](https://help.salesforce.com/s/articleView?language=en_US&type=5&id=sf.analytics_folder_access.htm)
- [User Permissions for Sharing Reports and Dashboards](https://help.salesforce.com/s/articleView?language=en_US&type=5&id=analytics_sharing_permissions.htm)
- [Viewer Access to Report and Dashboard Folders](https://help.salesforce.com/s/articleView?language=en_US&type=5&id=sf.analytics_folder_viewer.htm)
- [Editor Access to Report and Dashboard Folders](https://help.salesforce.com/s/articleView?language=en_US&type=5&id=analytics.analytics_folder_editor.htm)
- [Manager Access to Report and Dashboard Folders](https://help.salesforce.com/s/articleView?language=en_US&type=5&id=sf.analytics_folder_manager.htm)
- [Control Dashboard Data Visibility](https://help.salesforce.com/s/articleView?id=analytics.dashboards_view_as_overview.htm&language=en_US&type=5)
- [Dashboard Data Visibility Considerations](https://help.salesforce.com/s/articleView?language=en_US&type=5&id=sf.dashboards_view_as_considerations.htm)
- [Dynamic Dashboards](https://help.salesforce.com/s/articleView?language=en_US&type=5&id=sf.dashboards_dynamic_overview.htm)
- [Allow External Users to Create and Edit Reports](https://help.salesforce.com/s/articleView?language=en_US&type=5&id=networks_reporting_external_users_report_mgmt.htm)
- [Platform Sharing Architecture](https://architect.salesforce.com/docs/architect/fundamentals/guide/platform-sharing-architecture)

## About the full unit

The "Core concepts", "Exam traps" and "Worked scenario" sections of this unit, its 15 linked practice questions, and unlimited timed mock exams are included with the Platform Sharing and Visibility Architect pack (USD $19): https://www.certifyforce.com/practice-exams