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Security within reports

Security within reports

Wouldn't it be nice to pass a user's login name and their group to a report, so that you can then run some sort of security control within the report itself?

We have some pretty nifty reports, such as our Flexible List report which allows users to essentially build their own report from a rang eof fields. This 'one-stop' approach is great as this way the user's don;t have to worry about remembering which report form a list of 50 or more is the one they need.

However, this approach does open up some problems. For example, if some users want classified fields such as Object Rating (a measure of the significance of a work of art) or Valuation added to the report, these fields then become visible to any user with access to the report. Effectively this gets past the EMu registry security controls.

I know we could make multiple versions of the report to suit the security requriements - but this becomes a pain in the neck to manage, and largely undoes the point of having the one-stop report int he first place.

Passing username and group over to the report would at least allow some basic security controls to be embedded in the report.

This could also allow other nifty features such as : "prepared by {user name}" to be included in the report.

What do you think?

Mark - NGA

Mark Bradley – Assistant Registrar, Documentation (EMu)
National Gallery of Australia

Mark Bradley
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Re: Security within reports

I know this post is a few years old, but I've stumbled upon it while trying to see if this functionality exists.  I agree that being able to pass a user's login name and group to a report would be extremely helpful.  It would allow me to filter data by a user within a report rather than requiring them to filter their records within the query, i.e., user could pull up all records modified on a certain date, and the report would filter out all records except those modified by the person running the report.

*************
Kara M. Lewis
Collections Information System Administrator/Analyst
National Museum of the American Indian, Smithsonian Institution

Kara Lewis
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Re: Security within reports

Hi Kara - the only issue I see with what you are asking for is the time it will take to dump the data to CSV file. Doing the filtering within EMu should, in theory, be faster than spitting out loads of data and filtering in Crystal. I've not tested it, though.

Note: same issue applies with our list-flexible report - for each record in the emu list, our report spits out the data for all the available fields in the report (including the images), and then filters it in Crystal. This is much slower than a bespoke report where only the desired fields are exported but our users still like this far more than wading through umpteen similarly named reports, searchign for the one witht he perfect combo of fields shown.

Mark Bradley – Assistant Registrar, Documentation (EMu)
National Gallery of Australia

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Re: Security within reports

Update: since my original post I discovered that the report mechanism checks the access of the user running the report to the fields contained in the report definition. I think this was a feature that snuck in unnoticed in our last upgrade - though I might be wrong.

Anyway, for any field you don't want a user/group to see in a report, create a Column Access registry entry for that field that does not include dvDisplay and the data for that field will be reported as blank.

This is a sufficient solution for the issue I was facing. Just remember - hiding a tab is not the same as controlling access to the field.

Mark Bradley – Assistant Registrar, Documentation (EMu)
National Gallery of Australia

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