Restricting access to report data by defining an access filter on a data source and view
You can use access filters to restrict data based on the users who are running a report. For example, a manager might be allowed to see employee details from her own department only. Access filters match users within Remedy Smart Reporting(Smart Reporting) to an arbitrary Reference ID. Users can then use this Reference ID as a filter when they run reports.
The process for setting up access filters is:
- Create an access filter on the data source.
- Assign the access filter to a field on a view.
- Define a default access filter on the view.
- Assign an access filter to a report.
To configure reference types
Each source filter that you create must be categorized by a reference type. The reference type links the data in your source system with Smart Reporting metadata. The reference type also provides a way to categorize the type of filters that you can make available for your views.
- Log in to Smart Reporting.
- Select Admin Console > Data Sources.
- Click the data source connection.
- On the Connection page, click Access Filters.
- To configure the reference types, click Add.
- Type a name for your reference type, and click Add.
- To delete a filter type, from the edit the pop-up menu, select a type, click the delete link, and then click OK.
If you delete a type that is in use, this might impact your reporting filter process.
To create an access filter
- Log in to Smart Reporting.
- Select Admin Console > Data Sources.
- Click the data source connection.
- On the Connection page, click Access Filters.
- To create a new access filter, click Add.
- When sourcing access filter records, specify one of the following options:
- Manual—Manually provide the access filter pairings. With this method, you must maintain the records manually over time. This option is generally used for initial trials of access filters before using one of the alternative methods.
- Report—Use the results of a report as the records of your access filter. The report must be enabled for use.
- SQL Query—Run an SQL query that returns the records for your access filter.
- CSV—Upload a CSV file to use as the records of your access filter.
Filter Parameters
Each access filter contains a list of one or more records matching a Smart Reporting user to a Reference ID. You can load these into the system in one of the following ways:
- Manual entry
- From a CSV file
- By running a scheduled query on the source database.
In each case, you must enter records consisting of the following fields:
Field | Description |
|---|---|
Identifier Type | Identifies a Smart Reporting user. The Identifier Type can be of one of the following types:
The user ID is the user ID used within Smart Reporting. |
Identifier | Identifies a Smart Reporting user. The Identifier field is the corresponding user ID. |
Filter Type | Used to determine the type of filter. This field is critical to assist users when creating views or reports. To add or delete filter types, click Configure Reference Types on the Connection page. |
Reference ID | The corresponding data for the matching user. |
Manual access filters
Settings
Specify the following settings to define how the access filter records will be sourced and updated.
Setting | Description |
|---|---|
Name | Identifies the access filter on the Connections and Task pages. |
Reference Type | Identifies the access filter's values when linking it to a field in the view. |
Refresh Type | Use one of the following refresh options:
|
Update Reminder | Defines a schedule that creates a system task as a reminder to update these records periodically. |
User
Search for the user to whom you want to assign a value, and select their name from the list.
Value
Define the value to be associated with each user. You can have only one value per row. If you want a user to have multiple values, add their name multiple times.
Records
View all the records loaded into your access filter.
Usage
See a usage count to help identify how and when your access filter is used.
Report access filters
Settings
Complete the settings step to define how the access filter records will be sourced and updated.
Setting | Description |
|---|---|
Name | Name that identifies this access filter on the Connections and Task pages. |
Select a Report | The report that has been enabled as an access filter source. |
Refresh Type | One of the following refresh options:
|
Refresh Schedule | Defines whether access filter records are automatically updated based on a schedule. |
Report
Enable this setting to select a report to use for access filter records.
Records
View all the records loaded into your access filter.
Usage
See a usage count to help identify how and when your access filter is used.
SQL query access filters
Settings
Complete the settings step in order to define how the access filter records will be sourced and updated.
Setting | Description |
|---|---|
Name | Identifies this access filter on the Connections and Task pages. |
Data Source | The source that is queried to return access filter records. |
New User Auto Refresh | Defines whether the access filter records need to be automatically refreshed every time a new user is created. |
SQL Query | Defines the query used to return access filter values, in the format outlined in the Filter Parameters section. |
After the SQL is defined, it must be validated. Click the Validate button.
Setting | Description |
|---|---|
Refresh Type | One of the following refresh options:
|
Refresh Schedule | Defines whether access filter records are automatically updated based on a schedule. |
To save your access filter and load values, click Submit .
Records
View all the records that are loaded into your access filter.
Usage
Use to identify how and when your access filter is used.
CSV access filters
The file must contain a header row with following fields:
- Identifier Type
- Identifier
- Reference Type
- Reference Id
The file must consist of records of these fields.
Settings
Complete the settings step in order to define how the access filter records will be sourced and updated.
Setting | Description |
|---|---|
Name | Name that identifies this access filter on the Connections and Task pages. |
File | A csv file to provide values for the access filter records, in the format outlined in the Filter Parameters section. |
Refresh Type | One of the following refresh options:
|
Update Reminder | Defines a schedule that creates a system task as a reminder to update these records periodically. |
Records
View all the records loaded into your access filter.
Usage
Use to identify how and when your access filter is used.
To assign an access filter to a view
- Create a view.
- On the Fields page, select a field that corresponds to one of the Reference Types you created.
- On the Access tab, select the correct type from the Access Filter selection.
You will not be able to select reference types that do not have any filter records saved against them. - Save the field.
Optionally, you can select more than one fields for different access filter types. - Go to the View Security page.
- (Optional) Select a default filter to be applied to reports created against this view.
If you select a default filter, any subsequent report created against this view will have the filter applied. Users creating reports that have the appropriate access level can change or remove the filter on a per-report basis.
To assign an access filter to a report
When creating a report using the drag-and-drop builder, you can apply an access filter if the selected view has had access filters defined.
- On the Report Data page, in the Report Options box on the right side, open the Report Data section .
The Access Filter selection box lists filters that have been attached to the selected view. - (Optional) To add a filter, select a filter.
The filter (and any other filters already listed) are applied to the results for each user when they run the report.