Limit reports that the user can see

Document ID : KB000113642
Last Modified Date : 24/09/2018
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Question:
It is possible to limit a user to view and execute a specific group of reports instead of all?
Environment:
CA ALC 3.0
Answer:
It is definitely possible to limit the list of reports a user has permission to run.  Here is more details:
  1. The “blanket” permission to run all reports is set for the “ALC Users” group.  All ALC users inherit this permission.  So, the first step is to disable this permission by causing it to “expire”.
  • On the “Users and Groups Admin” tab, double click on “ALC Users” to display the group’s properties window.
  • At the bottom of the window select the “Permissions” tab
  • Add the “Expires” column to the window (right click in the list, choose “Edit Columns”, move “Expires” from the list on the left to the list on the right and click “OK”)
  • On the row for the “Execute Reports” permission, double click in the “Expies” field
  • Select any date before today. Click OK.
  • Select File -> Save to save the change
  1. Next you need to find the id number of the report you want users to be able to run. 
  • On the “Reports Admin” tab, double click on the report to open its properties page and the ID should be listed there.
  1. Next we need to add a new “Privilege” to the System Lookups table. 
  • Select Admin -> System Lookups -> Privileges from the menu
  • Right click in the list and select Insert -> Privilege
  • For the name of the new privilege, type “Execute Report, ID=nnn” (where nnn is the id number of the report.)
  • Select File -> Save to save the change
  1. Finally, go to the user or group that may have permission to run the report and grant them permission for that specific report
  • On the Users and Groups admin tab, double click on the user or group that should have permission to run the report to display the properties window.
  • At the bottom of the window select the “Permissions” tab
  • Right click in the list and select Insert -> Privilege
  • In the new row, set the Privilege to “Execute Report, ID=nnn” (where nnn is the id number of the report.), Privilege Level should be “Any Item” and Application should be your application.  Item Type can be left blank.
  • Select File -> Save to save the change.
Additional Information:
Is it possible to make one Execute Report privilege that works for a group of two or more reports?

I have checked on this and there is no way to make one “Execute Report” privilege that works for a group of 2 or more reports.  Each report must have its own “Execute Report” privilege.  I recommend putting the title of the report in the Description so that you can know which privilege goes with each report.
 
Then, what you can do is create a user group for a specific group of reports, assign all the necessary privileges to the group, then you can assign users to that group.
 
For setting up the privileges, I suggest using a database query to export all the reports and their IDs, set up the privilege records in an Excel spreadsheet, and then import the privileges that way.