Reports carry three separate layers of control: who can open the report itself (folder access), which records the viewer may aggregate (roles and team scope) and which fields they may see (field-level security). All three must allow a value for it to appear.
Folder access
- 1Open /reports/folders and create a folder (for example Executive, Sales Ops, HR - Restricted).
- 2Open the folder's sharing settings and add people, teams or roles with View or Edit rights.
- 3Move existing reports and dashboards into the folder; they inherit its access.
- 4Test by viewing as a user in the target role before announcing the folder.
- View - can open and filter the content but not change it.
- Edit - can modify content and move it between folders they can edit.
- Owner - can change the folder's sharing and delete it.
Field-level security in reports
If a field is hidden for a role at /settings/field-access, it is unavailable as a metric, dimension, filter or column for that role. A viewer without access to salary cannot sum it, group by it or export it. This protects against indirect disclosure such as filtering on a hidden field to infer its value.
Exports and Cortex
- Exports apply the same record scope and field rules as the on-screen view.
- Cortex Analyst and insights read through the viewer's permissions, so an answer never includes data the user could not see themselves.
- Scheduled shares run under the owner's permissions; review recipients before scheduling anything sensitive.
Access to a report does not grant access to its underlying data. If a viewer sees an empty or reduced tile, check their team scope and field access before assuming the report is broken.