Giving Users Access to Dashboards or Reports

There are several steps needed to get access to dashboards and reports. A rep will need the following:

1. License in Salesforce. In order to view dashboards, a rep will need a full Salesforce license. Platform licenses are limited licenses and don’t give access to dashboards. To give a Salesforce license:
   1. Salesforce > Setup > Administration Setup
   2. Manage Users > Users > New User
2. License in Express
   1. Salesforce > Setup > Installed Packages
   2. Manage Licenses > Add Users
3. Read permissions in the rep’s profile
   1. Salesforce > Setup > Administration Setup
   2. Manage Users > Profiles > select user profile
   3. Edit > scroll down to "Custom Object Permissions" > check off all read permissions for XC Objects
      1. If checkboxes are grayed out and not editable, then read permissions are already given to the user. The two different views will depend on the type of SFDC license given to each user's profile. Either a Platform License or a Salesforce License.
4. Reps will need to have the folder shared with them under Reports for not only the Dashboard, but if you want to them to be able to click into the reports and view details, you will need to create a second folder and share the reports with them as well. To create a new folder and share it with a specific user, you will:
   1. Go to the folder image under Reports
   2. Select "New Report Folder" OR "New Dashboard Folder" > name the folder
   3. Drag and drop the report you want to share into the new folder
   4. Hover over the report name and click the pushpin icon > click "Share"
   5. Select who you would like to share with and if they are just a viewer, editor, or manager of that folder.
5. In the profile "Run Report" needs to be selected
   1. Go to Salesforce > Setup > Manage Users > Profiles > select user profile
   2. Edit > scroll down to General User Permissions section > make sure "Run Report" is checked off.
6. Viewing the report as themselves based on licenses. To have a rep view a report specifically as themselves, go to:
   1. Salesforce > Dashboards > select the Dashboard you want to edit > click Edit > on the left side next to "View dashboard as" click the arrow down > select "Run as logged-in user" > Save
   2. Platform License: This license is limited and an additional setup will need to happen. If they have this type of license, see step 6.
7. Administrative reports need “View Setup and Configuration”. Reports on users, reports, or documents need to have “View Setup and Configuration” checked in the profile. To do this:
   1. Salesforce > Setup > Administration Setup
   2. Manage Users > Profiles > select user profile
   3. Edit > scroll down to "Administrative Permissions” > check “View Setup and Configuration”
8. The report needs to be set to “Deployed”
   1. Go to Salesforce > App Setup > Create
   2. Report Types > “Continue” > search for the report and check if “Deployed” is checked.
   3. If unchecked, click on the report name > click “Edit” under “Customer Report Type Definition”
   4. Under “Deployment” change the toggle from “In Development” to “Deployed” > Save
9. Viewing the report is based on Role Hierarchy in Salesforce, not the Express role. So if a user is a “Sales Representative” under Express > Setup > Manage Users, but they have subordinates based on the Role Hierarchy in Salesforce > Administration Setup > Manage Users > Roles, since reporting is not a functionality Express has control over, it is not based on the role in Express, but the Role Hierarchy in Salesforce. This user will be able to not only see their results, but their Salesforce Role Hierarchy subordinates as well.

(OPTIONAL)

You will need to save a report by person/role.

1. Go to the Reports > select the report you are looking to update > click Customize
2. Drag "Owner" (XCPayoutDetails/XCPayoutResults) field or "Full Name" (XCCreditResults/XCCreditDealResults) and type in the specific rep you want to view the report
3. Click "Save As" and rename the report
4. Make sure the report is added to the folder that is shared with the rep. Also, make sure it is added to the Dashboard as well.
5. Go to the Dashboard > click Edit > on the left side next to "View dashboard as" click the arrow down > select "Run as specified user" > The user needs to be the Sales Admin > Save

Additionally, you may need to check Field Level Security as well as Sharing Rules within the Organization.