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This documentation supports the 19.08 version of Remedy IT Service Management Suite.

To view an earlier version, select the version from the Product version menu.

BMC Remedy Smart Reporting user roles

For latest version of this topic, go to the  Remedy Smart Reporting documentation .

This section describes how roles are created and managed within BMC Remedy Smart Reporting. Roles are allocated to users and define a set of functions that the user is permitted to access within the system. The role list is accessible via the Admin Console. By default, the following roles are available, however you can edit the roles based on your requirements. 

The following video provides an overview of out-of-the-box and custom roles in BMC Remedy Smart Reporting:

This topic provides the following details:

Sample BMC Remedy Smart Reporting roles

When BMC Remedy Smart reporting is initially deployed, a standard set of roles is provided.


Consumer & Collaborator

This user can only access public reports and dashboards. Users with this role can broadcast, distribute, and email reports.
Dashboard consumerThis user can view public reports and public dashboards.


Users with CMDB Console Admin Group or CMDB Console User Group permissions in Remedy AR System are members of the out-of-the-box CMDB user group in Remedy Smart Reporting and have access to the CMDB dashboard.

Personal Content Writer & Collaborator

This user can only create personal content for their own consumption - not public shared content. They can collaborate within streams, timeline, etc. This role provides the following privileges:

  • Create and edit private  reports
  • Create and edit personal dashboards
  • Read access to public dashboards
  • Broadcast , Distribute and email reports
Public Content Writer & Collaborator

This user can create content to be consumed by themselves and other users in the system. They can collaborate using features such as streams, timeline, etc. This role provides the following privileges:

  • Create and edit public reports
  • Create and edit personal dashboards
  • Read access to public dashboards
  • Broadcast , distribute and email reports
Public Content Writer & Collaborator - Advanced

This user can create content to be consumed by themselves and other users in the system. They can collaborate using features such as streams, timeline, etc. This user also has extended access to create and manage views, report approval, and other admin items. This role should be used sparingly.

This role provides the following privileges:

  • Create and edit public reports
  • Create , read and edit personal/Public dashboards
  • Broadcast , Distribute and email reports
  • Create, read, update and delete  views 
System Administrator

This user has the widest range of access to the system, and as such you should have a very limited number of people assigned this role. They can do everything from create content through to managing system tasks. This user has the following privileges:

  • Access to database.

  • Access to user administration functions such as managing users, groups and other configuration parameters.

  • Report writing and reading access supplied by Corp Writer, Dashboard Consumer, Report Consumer, and Report Writer roles.

  • Advanced functions or permissions such as SQL Reports, Public Publishing, Drill Through Reports, and Discussion Admin Rights.

  • Create, read, update and delete  views 

Creating a role

  1. On the BMC Remedy Smart Reporting console, navigate to Administration > Admin Console.
  2. In the Roles list, click Add.
  3. On the Role Details page provide the following details:
    1. Enter a meaningful Name and Description to outline the purpose or use of a role.
      (Optional) Enable the role as Mandatory or Default as required. 


      If a role is enabled as Mandatory, at least one user with the role must exist in BMC Remedy Smart Reporting. If you try to delete the only user who is assigned a mandatory role, the system displays an error.

      Default RoleWhen users are created in BMC Remedy Smart Reporting by an Administrator , they are assigned this role unless otherwise specified.
    2. Enable or disable functions as required. A function is a permission that can be associated with a role. A description of each function is available by hovering over the info icon on the right hand side.

       List of permissions or functions which can be associated with a role

      The following is a list of functions available in BMC Remedy Smart Reporting and their associated definitions. They are grouped into sub sections to assist you to identify how and when these functions are used.

      Report Access CRUDView, edit, create, and delete reports.
      User ProfileAllow users to update their user profile.
      Draft Content ListShows a list of draft content on the Dashboard and Browse pages.
      FavouritesAllow users to add reports to their favourites list
      Export Reports to CSVAllow users to export report results to CSV
      Export Reports and Dashboards to DOCAllow users to export content items to DOC
      Export Content to PDFAllow users to export content items to PDF
      Export Reports and Dashboards to XLSAllow users to export content items to XLS
      Bookmarks and SnapshotsAllows users to create and use bookmarks and snapshots
      Hide Print on Reports & DashboardsHides the Print option on the Report and Dashboard pages.
      Personal Dashboard CRUDGives users access to the dashboard page, and allows them to create their personal dashboard, visible only to them.
      Hide Dashboard Maximise ReportHide the maximise option on dashboard reports
      Hide Dashboard Report MenuHide the drop-down menu on reports on the dashboard
      Refresh Dashboard ReportsAllow users to set a refresh period on Dashboard reports.
      Public Dashboards CRUDAllows users to create and edit Public dashboards.
      Disable Add Existing TabPrevents users from adding existing tabs from the Browse Page or the Pre-Built Tab option to their dashboard.
      Show Draft DashboardsShows Dashboards being edited by other users.

      Hide Browse Page

      Hide the report browse page

      Hide Advanced Report Search

      Hide the advanced search on the report list page

      Hide Columns Option (Browse Page)

      Hide the columns option on the report list page. Users will not be able to change the columns displayed

      Hide Report Details (Browse Page)

      Hide the report details on the report list page

      Approval Administration

      Allow users to see outstanding report approvals

      Draft Public Reports

      Allow users to see draft versions of public reports created by other users

      Report Builder
      Report TypesAllow users to create freehand SQL reports, and Jasper reports
      Public Reports CRUDAllow users to create and edit public reports
      Versioned ReportsAllows users to archive report result sets, dependent on Content Category Version History settings
      Sub QueriesAllow users to create sub query reports
      Ad Hoc ReportsAllows users to create Ad Hoc reports
      Access FilterAllow users to set or change the access filter on reports
      Related ReportsAllow users to set up co-display, drill down and drill through functionality
      CSV ReportsAllow users to write reports based on CSV files
      Advanced CSV FunctionalityAllow users to perform advanced operations on CSV reports such as selecting the data source
      Custom Query FiltersAllow users to create user prompt drop down filters populated by custom SQL queries
      Min/Max default filter valuesAllows users to set default values for cached filters to the minimum and maximum cached value.
      Disable Cached Filter ValuesDisable users from caching report filter values
      SSRS ReportsAllows users to create SSRS Reports

      Allow Freehand SQL Calculated Fields

      Allows users to create Freehand SQL Calculated Fields in reports.
      Report Menu
      Broadcast ReportsAllow users to broadcast reports on a one off or scheduled basis
      Distribute ReportsAllow users to distribute reports on dashboard tabs to other users
      Email ReportsAllow users to send an adhoc email copy of a report
      Hide Open ReportHide the open report menu item
      Hide Report Details (Report Menu)Hide the report details item on the report menu
      Hide SQLHide report SQL from users.
      Multicast ReportsAllow users to broadcast reports to external users
      Multicast Access Filter ReportsAllows users to broadcast reports with access filters to external users. The credentials of the user who creates the broadcast will be used to send the report to external users.
      Hide Report RefreshHide the report refresh menu item
      Hide Embed LinksRemoves links to embed reports and dashboards using the Javascript API
      Hide External LinksRemoves external direct links to reports and dashboards
      Storyboards CRUDAllows users to view, create, edit or delete Storyboards.
      Storyboard AdminAllows users to edit and delete any private or public Storyboard.
      Public StoryboardsAllows users to make a Storyboard public.
      Storyboard Global FiltersAllows users to set global filters on Storyboards.
      Hide CommentsHides the comment functionality from Reports, Storyboards, and Dashboards.
      Annotations CRUDAllow users to Create, Read, Update, or Delete
      TimelineAllows users to access their timeline.
      ConnectionsAllows users to connect to other users through their timeline.
      Discussion Topics CRUDAllows users to browse and contribute to discussion topics.

      Collaboration Admin

      Allow users full administration access to discussion streams, comments, and tasks both public and private.

      Activity StreamAllows users to access the activity stream.
      Enable TasksAllow users to see and be assigned tasks.
      Personal TasksAllow users to create and assign tasks to themselves.

      Public Tasks

      Allow users to create and assign tasks to themselves and others.

      System Task Admin

      Allow users to approve or reject the completion of system tasks.
      ConfigurationAllow users to modify BMC Remedy Smart Reporting site parameters
      Configure Logon IDAllow users to specify how users are authenticated
      Configure Page FormatAllow users to configure the page layout (integration settings, etc)
      Configure Support EmailAllow users to set the support email address
      ImportAllow users to import content from XML files
      ExportAllow users to export content to XML files for backup or transfer to another system

      Folder Access

      Allow users to configure report categories

      System InformationAllow admin users to view system information
      Licence ManagementAllow users to view BMC Remedy Smart Reporting licence details and upload new licence files
      Create and Edit TagsAllow users to create and edit tags used in discussions
      Client Organisation ManagementAllow users to set up and manage client organisations.
      Filter Period ManagementAllow users to choose which Predefined Date Filters are available
      Translate ContentAllows users to translate user entered data on dashboards, reports and views.
      Themes CRUDAllows users to manage Storyboard Themes.
      Geometry Pack ManagementAllows users to import and delete GeoPacks.
      Background Execution ManagementAllows users to view the current background execution queue, cancel current queries, and force start queued items.
      View and Field CategoriesAllows users to manage View and Field Categories from the Admin Console.
      Org Reference CodesAllows users to manage Org Reference Codes from the Admin Console.
      Plugin ManagementAllows users to manage plugins including Third Party Source Conncetions, JDBC Drivers, and Advanced Functions.
      Data Sources & Views
      Data Sources CRUDAllow users to create, edit, and delete data source connections
      OLAPAllow users to connect to OLAP data sources
      Data Source Admin CRUDAllow users to create, edit, and delete all data sources regardless of security restrictions
      Source FiltersAllow users to create data source filters
      Database Views CRUDAllow users to create, edit, and delete BMC Remedy Smart Reporting views

      Freehand SQL Views

      Allow users to create Freehand SQL views.
      Show Draft ViewsAllow users to see views being edited by other users
      Stored ProceduresAllow users to create views against stored procedures
      Force Clone ViewsRemoves the option to edit existing views directly - users are forced to clone views to edit them
      Hide DBMS MessagesReplaces error messages from DBMS with generic messages
      Create CSV TableAllow users to create CSV tables within a view
      Composite ViewsAllows users to create Composite Views.
      Skip Schema CheckBypass schema check when using CheckSchemaForUser functionality.
      Report as a DatasourceAllows reports to be written aginst the results of another report
      User Administration
      User Management CRUDAllow users to create, edit, and delete user accounts
      Group Management CRUDAllow users to create, edit, and delete user groups
      Roles ManagementAllow users to create, edit, and delete security roles
      Hide profile passwordRemoves the password reset option in My Profile
      Disable profile email changeStops users from changing their email address in My Profile
      Hide profile User IDRemoves the User ID option in My Profile
      Named UserAllows a user to bypass concurrent logon limitations.
      Restrict Visible RolesRestricts the Roles that are visible to a user when adding new users and groups.
      Web Services
      Web ServicesThis function is required for a user account that will be used to log in to BMC Remedy Smart Reporting web services
      Disable Mobile AccessStops a user from accessing reports via a native mobile application.

      Subscribe to Broadcast

      Allows users to subscribe to report broadcasts.
    3. Define the CRUD permissions where required. Some functions will have a C R U D check list as part of the settings. The acronym CRUD refers to all of the major functions that need to be implemented. Each letter in the acronym can be mapped to a standard SQL statement:

      CreateINSERT new records
      ReadSELECT records from the database
      UpdateUPDATE records in the database
      DeleteDELETE records in the database

      One example of CRUD access is for dashboards. If a user only has R selected they will be able to read dashboard but not create new dashboard tabs or add reports to their tabs. Whilst a user with CRUD will be able to create and delete dashboard tabs.

    4. The last option you have in the role settings is to specify what columns should be made available to users when viewing the report list.
  4. To make the role available, click Save after editing.

Editing a role

In order to edit the permissions assigned to a role, or make a duplicate copy of a role to manipulate use the drop down list next to the role name on the Admin Console.

Deleting a role

In order to delete a role use the drop-down list next to the role name on the Admin Console. You are prompted to confirm the deletion of the role.

If the deleted role is assigned to any user, the Consumer & Collaborator role gets assigned to the users of the deleted role.

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