About Visibility to Records in Analytics

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About Visibility to Records in Analytics

Several settings in Analytics control visibility. They are applied in the following order: 1. 2. 3. 4. 5. 6. Access All Data in Analytics setting (in role privileges) Reporting Subject Area setting in user profile Historical Subject Area setting in user profile Books and the Book selector User Delegation Role-Based Can Read All Records setting (in company and user profiles)

A company administrator using these settings can control what records appear on the reports that you run. For example, a manager can display the manager's own opportunities and the opportunities of employees who report to that manager, but a sales representative's settings limit the opportunities to only the opportunities that belong to the sales representative.

Access All Data in Analytics Setting

Users with the Access All Data in Analytics privilege in their role setups have complete visibility to all of the data in the entire organization, including records marked Private. This privilege is typically given to the company administrator. This privilege overrides any Analytics Visibility setting. If the user role does not have the Access All Data in Analytics privilege, the Analytics Visibility setting specified in the company or user profile determines which data users can display in reports.

Reporting Subject Area Setting

This setting is generally used for all users in the organization who are not company administrators. This setting is available on both the company and user profiles. If this setting is not defined on a user's profile, then the company profile setting applies. This setting has the following values: Manager Visibility. Allows you to display your own data and all the data that is directly owned by your subordinates, including records marked Private Team Visibility. Allows you to display your own data and all the data that has been shared with you through the account and opportunity teams and through group assignment

Historical Subject Area

This setting is generally used for all users in the organization who are not company administrators. This setting is available on both the company and user profiles. If this setting is not defined on a user's profile, then the company profile setting applies. This setting has the following possible values: Manager Visibility. Allows you to display your own data and all the data that is directly owned by your subordinates, including records marked Private Team Visibility. Allows you to display your own data and all the data that has been shared with you through the account and opportunity teams and through group assignment Full Visibility. Combines manager and team visibility

Books and the Book Selector

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1/27/2010

About Visibility to Records in Analytics

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If you have the Full Visibility setting, the Books feature allows further control of which data you see in reports. Using the Book selector on the Reports pages, you can restrict the data to that contained in a book and its subbooks, if it has any. This feature is available only if you are assigned to one or more books. If you have the Access All Data in Analytics privilege, you continue to see all data no matter which book is selected. Also, Role-Based Can Read All Records visibility overrides Book visibility in Analytics. A company administrator can set a default book for the Book selector on the Reports pages for each user. You specify this setting in the Default Book for Analytics field on the user profile.

User Delegation
The User Delegation feature allows further control of which data you see in reports. Using the Book selector, you can view data from any user who has added you to their Delegated User list. You can select the user's name from the Book selector to see report data for that user. You no longer see your own data in the report, but only the data of the selected user. However, your Analytics Visibility setting is still in effect. For example, if Ryan added you to his delegated user list, and his Analytics Visibility setting is Manager Visibility, you do not necessarily see the same data in the report that Ryan sees unless Manager Visibility is also your setting.

Role-Based Can Read All Records Setting

This control is present in both the company profile and user profiles. This control determines whether Oracle CRM On Demand Answers takes into account a role's setting for Can Read All Records for objects. When this control is set to Yes in the company profile or set to Yes or Null in a user's profile, and also any object has the Can Read All Records flag checked, then a user can display all records for that object in reports. When these conditions are not met, Oracle CRM On Demand Answers enforces the default visibility settings that are defined in the Reporting and Analytics subject areas. If Role-Based Can Read All Records is enabled for a user, then Oracle CRM On Demand Answers ignores the visibility setting on the objects checked with Can Read All Records in the role definition. For other objects, Oracle CRM On Demand Answers enforces visibility, which is based on the default visibility settings for reporting and historical subject areas. For example, if Role-Based Can Read All Records is enabled for your profile, your visibility setting for the reporting subject areas is set to Manager Visibility, and Can Read All Records is set for Opportunity but not for Contact objects, then all opportunities are displayed when you run a report, but only for contacts owned by you and your subordinates. Companies and company administrators must be aware of the following considerations when using the RoleBased Can Read All Records type setting in Analytics: Role-based record type visibility overrides Book visibility. When you select a book in the Book Selector with the role-based record type visibility enabled and the Can Read All Records setting defined on an object for your role, all records for that object are displayed, not just those contained in that book. Role-based record type visibility overrides the user hierarchy and user delegation aspects of visibility in Analytics. When you select a user in the Book Selector with role-based record type visibility enabled and the Can Read All Records setting defined on an object for your role, all records of that object are displayed, not just those that you expect to see for the selected user. In reports with two or more objects, the visibility to records is based on the object with the most restrictive visibility control. For example, if the role-based record type visibility is enabled on the contact object, but not on the opportunity object and when both objects are on the report, Analytics shows only the opportunities the user has access to and their associated contacts. In historical subject areas, access to the employee object is always based on the manager visibility. However, this does not apply to real-time subject areas. Role-based record type visibility does not affect this behavior. Access to user quota is always based on the manager visibility in both real time and in historical subject areas. Role-based record type visibility does not affect this behavior.
Published 1/14/2010 Copyright 2005, 2010, Oracle. All rights reserved. Legal Notices.

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1/27/2010