This document walks you through the process of configuring permissions for reports generated in Checkbox.
- Report Permission Settings Overview
- Access Control List (ACL)
- Permission Levels and User Roles
- How to Make a Report Publicly Available
- How to Give Report Viewers Access to a Report
Report Permissions Overview
Every Checkbox report has its own permission settings, which control who can view/edit/administer the report.
Report permissions are configured within the Report Manager. From the Survey Manager view, select the survey you wish to configure report permissions to expand its dashboard. Then, expand the Analyze pull-down from the dashboard menu and select Summary Reports to enter the Report Manager.
Once in the Report Manager, select desired report and click edit to open the report details window.
From the report details window, expand Settings and select Permissions
Access Control List (ACL)
Many entities in Checkbox have an Access Control List (ACL). A report ACL allows you to control which users/groups have permission to:
- Administer the report
- Edit the report
- View the report
Keep in mind that a report is a subset of a survey, which could be a subset of a folder. A user cannot be given access to the report without first being added to the ACL of the survey and the folder (if applicable). This also means that in addition to the report-specific user role designation, the user must have a user role that grants them survey access (see “How to give a Report Viewer Access to a Report” below for details).
NOTE: User role designations with the ability to access reports include System Administrator (by default), Report Administrator, and Report Viewer. Only these users can be added to a report ACL.
When the ACL appears, you will be looking at the Access List tab by default. This view shows you who is already included on the ACL (left-hand box) and what their individual permission settings are (right-hand box).
NOTE: System Administrators have all permissions enabled by default and their permissions cannot be modified (see image above).Within the permission settings of every Checkbox, report is an Access Control List (ACL), where users can be granted/denied permission to access the report.
To add a user/group to the ACL, move to the Add Users/Groups to Access List tab. In this view entries on the right are already included on the permission list.
Users/groups on the left can be added to the ACL by clicking the desired entry. The entry will then move to the right-hand box.
The next step is to configure the newly added entry’s permissions. To do this, return to the Access List tab.
Select the newly added user to reveal a list of permission options on the right. Select desired permission(s), making sure that the permission level you select corresponds with the user’s designated user role(s). In the example above, the newly added user happens to be a Report Viewer, therefore the only permission available to the user is the “View Report “option. If the user was a Report Administrator we would also be able to select “Edit Report” and “Administer Report” from the permissions list.
After configuring the user’s permission level, select Save Changes.
A survey’s default policy is the permission setting for all users not included on the survey’s ACL. For example, if on the Access List tab you granted specific Report Administrators permission to administer a report, but want any Report Administrator not specified on the ACL to still be able to view and edit the report, you could set the default policy permissions to “Edit Report” and “View Report” (see image above).
NOTE: ACL permissions supersede the default policy.
NOTE: User role limitations apply for default policy permissions. For example, if the default policy for a report is “Edit Report”, only users with a Report Administrator or System Administrator user role designation would be allowed to access the report. The exception to this rule is setting the default policy of a report to “View Report” to make it publicly available without requiring viewers to be known Checkbox users with a Report Viewer user role (see “How to Make a Report Publically Available” below).
How to Make a Report Publicly Available
Reports can be made publicly available to view, similar to a public survey, where no user data is necessary to access the report. For example, let’s say you created a simple public poll about job satisfaction and wish to post a public link to the results on your web page. This can be done by setting the default policy of your report to “View Report”.
How to Give Report Viewers Access to a Report
Let’s say you own a national retail chain and recently launched a survey to all of your regional managers. After the survey closes, you wish to make the results available to all of the regional managers only. You do not wish to make the results publicly available. This can be done using report permissions.
Apply User Roles
Before adding users to a report ACL, make sure the desired users have the appropriate user role designations. Remember, users must have access to the survey in order to view the survey’s report, therefore in this example we’ve assigned users as both Report Viewers (because we want users to be able to view report) and Survey Administrators (because we want users to be able to analyze survey data).
In our example, we created a user group containing the managers we want to give report access to. All users in the group have been given Survey Administrator and Report Administrator user role designations.
If the users you wish to give report access to have not been added to Checkbox yet, you can add/import them into the User Manager.
Add Users to Survey ACL
After applying the correct user roles to your users, give them access to the survey by adding them to the survey’s ACL.
NOTE: If your survey resides in a folder, you must first add the user to the folder ACL to allow the user to view the folder’s contents. Click here for more information on folder permissions >>
From the Survey Editor of the survey, you wish to give them access to, select Configure and navigate to the Permissions & security tab. Next, click +Show Advanced Settings to expand the survey ACL settings.
On the Add Users/Groups to Access List tab, select desired users from the list on the left to add them to the access list on the right. In this example, we selected the “Regional Managers” user group.
Before exiting the ACL you must configure the permissions for the newly added users. Move to the Access List tab and select a user/group to configure permissions. The only survey permission we want to grant these users is “Analyze Data”, which will give them the ability to access reports for this survey.
Save the permission setting before exiting.
Add Users to Report ACL
Next, we will add the same users to the report ACL. Return to the Survey Dashboard in the Survey Manager.
Expand the Analyze drop-down and select Summary Reports to enter the Report Manager.
From the Report Manager, select the report you wish to grant access to open the report detail window
From the Settings pull-down, select Permissions to open the report ACL.
Add desired users from the Add Users/Groups to Access List tab the same way you did in the survey’s ACL. Then move to the Access List tab to configure permissions. Select a user/group to configure permissions. The only survey permission we want to grant these users is “View Report”, which will give them the ability to view this particular report upon logging into Checkbox.
Save the permission setting before exiting.
Test permissions by logging out and logging back in as one of the users you just gave report access to. Select Available Reports from the user drop-down at the top right of the application.
NOTE: If you don’t see this option if could mean Available Reports has not been enabled. To enable this setting, log in as a System Administrator and go to Settings Manager (cog icon) >> System Settings >> System Preferences >>Navigation Options >> Show available reports list
A list of all reports the user has access to should appear. Select a report from the list to run/view.
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