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Self-Service Quick Tip: Create a Team Folder Within Your “My Reports.”

This is a simple out-of-the-box feature, but one I see VERY underused in my experience on projects. Getting people to share their work will drive adoption, but a lot of times we overcomplicate it. I hope this post can help! In your environment, there is probably a shared area specific people publish canned reports for your MicroStrategy implementation. Most customers I’ve worked with have spent significant amounts of time locking down certain locations so that users don’t mess up their precious folder structure. To place something in the shared area often requires an e-mail to move a report, a designated user to move the report, an email to say it’s done, and then another email to the audience to let them know where to find the report. To me, that sounds like a crazy-complicated process to complete a pretty simple task.


As you might be able to tell, I don’t buy this world of perfection, pristine folders, and folder gatekeepers. I think it’s faster to search Google than it is to analyze my favorite places in my browser. Similarly, I know the Outlook search commands much better than I know my Outlook folder structure, but I digress.

You can create a folder and share it – yourself. You. Without help.

And then you can send one e-mail to your friend who can add her two-cents and save over the folder itself or the reports and dashboards inside it (if you want her to). Rest assured on the security front. If she wasn’t supposed to see certain data (security filters), she won’t. If she isn’t supposed to use a particular field (attribute) or fact (metric), the report will error to keep itself secure. We don’t need approval to write in public folders in MicroStrategy anymore now that it’s easy to create and maintain our own structures within our “My Reports.” Go ahead. Try it out. Live dangerously.Now you and your teammates can collaborate on a report without help from IT or the designated folder gatekeepers.

Here are the steps to do it:

Step 1 – Create a folder in your “My Reports,” and call it “Team.”

 
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Step 2 – Right-click “Team,” and click “Share”

 
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Step 3 – Where it says, “Type the users or groups here”, start typing the name of a user you work with.

 
When MicroStrategy puts that user name on the list, click it to select the user.
 
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Step 4 – With the user selected, change the dropdown to the desired level of access.

 
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Some quick notes at this point. Here’s a rundown of what the levels of access mean to the users or groups you add to the list:

  • View – run the report and use the object (as long as the objects it uses are allowed via security)
  • Modify – everything from “view” plus make changes and save over the original
  • Full Control – everything from “modify” plus add other users to the list of user access
  • Denied All – completely take away access to this object from a specific person or group
  • Custom – even more detail than the options above

REMEMBER: we’re using a folder in this example. When we set security on a folder, we’re effectively creating this access list for the new objects that are then saved in this folder as well. If you’re not sure what I mean, create a new folder inside your team folder, and check that its “share…” list matches with the higher level folder.

Step 5 – Once you’ve selected the access in step 4, click “Add”

 
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Step 6 – For “Children Access,” you can decide whether you are going to overwrite this “share” list for the objects that reside within the folder.

 
For example, if you already have objects in your “Team” folder, and you’d like to add someone like user20 to the list of access for all the objects saved within this folder, select “Overwrite children’s access control list.”
 
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Step 7 – Now click “Email,” or “Link” to send your friend an email with the link to the folder in it.

 
The user will click the link in their e-mail. Their browser will open with MicroStrategy, and they’ll have to login with their user ID in order to gain access to the contents of your folder.
 
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Step 8 – Don’t forget to click “Share” when you’re finished!

 
That’s what actually saves the changes you made to the folder.
 
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