Data and Analytics Management17% of the exam
How sharing controls report and dashboard data
Separates the three layers that decide what someone sees in analytics: folder access decides who can open, save or manage a report; record sharing decides which rows appear; field permissions decide which columns show values. Covers running users for dashboards and subscriptions.
Describe the impact of the sharing model on reports (visibility, understand folder structure, sharing fields).
~7 min read · 8 practice questions
What the exam expects
- Explain why two users running the same report see different rows, naming the org-wide default, role hierarchy, sharing rules and manual shares as the causes.
- Choose Viewer, Editor or Manager folder access for a requirement, and design a folder and subfolder structure that matches who should see which reports.
- Diagnose a blank column (field permissions) versus missing rows (record access or the Show Me scope filter).
- Predict what dashboard viewers and subscription recipients see based on the running user, and when that exposes more data than they normally have.
- Fix a visibility gap with the narrowest tool, such as a sharing rule to a public group rather than View All Data.
Key facts
Report record access
- Detail
- Never wider than the running user's own access
Org-wide default
- Detail
- Baseline access; lock to most restrictive
Role hierarchy
- Detail
- Users above can view and report on records below
Sharing rules
- Detail
- Only grant more access; never stricter than the default
Field permissions
- Detail
- Hide fields in reports, list views and search
Viewer folder access
- Detail
- View reports only
Editor folder access
- Detail
- View and save reports in the folder
Manager folder access
- Detail
- Editor plus share, rename and delete the folder
Folder shares in the UI
- Detail
- Up to 25 users, groups, roles or territories
Folder shared with a role
- Detail
- Not visible to superior roles automatically
Subfolder depth
- Detail
- Up to 3 levels
Dashboard running user
- Detail
- Me, another person, or the viewer
Sources for this section (6)
- Control Who Sees Whathelp.salesforce.com (opens in a new tab)
- Folder Access Levelshelp.salesforce.com (opens in a new tab)
- Create a User Rolehelp.salesforce.com (opens in a new tab)
- Share a Folderhelp.salesforce.com (opens in a new tab)
- Create a Subfolderhelp.salesforce.com (opens in a new tab)
- Dashboard Data Visibilityhelp.salesforce.com (opens in a new tab)
- Which permissions do you need to create a report subfolder?
- Why might a colleague be missing from a report subscription's Edit Recipients list?
- Why might report subscription emails come from an org-wide address instead of their creator?
- When does a subscribed report go to the email address on the user record?
- Where do you keep a report that isn't ready to share?
The questions are free to read. Answers with their sources and self-grading are included with the pack.
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