Question:

What are the required steps to share a Report folder or Dashboard folder with a User, Group, or Role?

Answer:

To share a report folder or dashboard folder with a User, Group, or Role, the Administrator must have the following Profile-level permissions:

To ensure the user is setup to share a Report folder or Dashboard folder, follow these steps:

1. Log in as an Administrator.
2. Navigate to the profile of the user is sharing the Report Folder or Dashboard Folder.
3. Ensure that the options above are checked in the user's profile.
4. If the options above are not checked:
   1. Click Edit.
   2. Check the appropriate options listed in the table above.
   3. Click Save.

To provide access to a Report folder or Dashboard folder for an Individual User, follow these steps:

1. Log in as an Administrator.
2. Navigate to All Tabs (+) --> Reports.
3. In the left pane, hover over the Report folder which holds the report.
4. Click the  icon and then select Share.
5. A new window appears. At the top, select Users.
6. Find the desired User, click Share, and select an access level.
7. Click Done.

To provide access to a Report folder or Dashboard folder to a Group, follow these steps:

1. Log in as an Administrator.
2. Navigate to All Tabs (+) --> Reports.
3. In the left pane, hover over the report folder which holds the report.
4. Click the  icon and then select Share.
5. A new window appears. At the top, select Public Groups.
6. Find the desired Group, click Share, and select an access level.
7. Click Done.

To provide access to a Report folder or Dashboard folder to a Role or Role and Subordinates, follow these steps:

1. Log in as an Administrator.
2. Navigate to All Tabs (+) --> Reports.
3. In the left pane, hover over the report folder which holds the report.
4. Click the  icon and then select Share.
5. A new window appears. At the top, select Roles or Roles and Subordinates.
6. Find the desired primary Role, click Share, and select an access level.
7. Click Done.

In Lightning Experience, to share a Report or Dashboard folder, follow these steps:

1. On the Reports or Dashboards page, find the report or dashboard you want to share and select the Share row level action. Alternatively, navigate to the report or dashboard folder, click  next to the New Folder button, and select Share.
2. From the Share With dropdown, select who you want to share with.
   
3. For Name, enter the name you want to match. The name must match the category (such as user, group, or role). For example, if you select User as the category, specify the name of a user.
4. Select the folder access level for the user, role, group, or territory.
   
5. Click Share. The sharing setting is applied to the Who Can Access list. Continue to add entries as needed. You can share with users, groups, roles, territories, or a combination. If a user is identified in more than one entity, the greatest permission is granted. For example, a group is added with view only, but a user in the group is also added with edit or manage permissions. In this case, the edit or manage permissions apply to that user. To delete a Who Can Access entry, click X to the right of the entry. To modify access level for an entry, select a new access level.
   
6. When you’re done, click X in the upper corner of the dialog box to close it and return to the page you were on.

Related Documentation:

Salesforce Help Documentation:

• Share a Report or Dashboard with an Individual User
• Share a Report or Dashboard with a Group
• Share a Report or Dashboard by Role
• Share a Report or Dashboard Folder in Lightning Experience