Grant permissions for reports and OData

 

Updated: November 1, 2016

Applies To: Dynamics Marketing

System_CAPS_importantImportant

Microsoft Dynamics Marketing is scheduled to be retired on May 15, 2018. After that date the service will no longer be available. Please plan accordingly. For details, see the blog post Microsoft Dynamics Marketing service will be discontinued, and learn what’s coming next.

All reporting options provided for Microsoft Dynamics Marketing are protected by user-level access restrictions. The procedure for granting access varies by the report type and the technology used to access it.

OData feeds make live Dynamics Marketing data available outside of the application. Users can use them to create custom, live-updating reports in Microsoft Office Excel with Power BI for Office 365. When setting up a spreadsheet to consume OData feeds, users must specify their Dynamics Marketing URL and login credentials, which must be valid for a Dynamics Marketing user account configured as follows:

  • The account must be established and enabled in Dynamics Marketing.

  • The account must have the OData – Organizational Data Service privilege, or a role that includes that privilege. More information: Work with user accounts and staff contacts

  • The account must have view all privileges for each type data that the user wishes to consume via OData. In other words, users will only have access via OData to the same types of records for which they have view-all privileges when working directly in Dynamics Marketing. OData feeds cannot be filtered by record ownership.

System_CAPS_importantImportant

In versions prior to Microsoft Dynamics Marketing 2015 Update 1, users who wish to access static and/or dynamic marketing lists via OData must have the Media Buyer user type and be granted view all permissions to Mailing Lists (Rented).

System_CAPS_noteNote

If you open an Excel workbook that includes OData feeds and get the error “Access to the resource is forbidden”, then there is probably a problem with your user account privileges. If your workbook used to work fine, then the error may have been introduced by a recent update to Dynamics Marketing in which new privileges were added to the system, but not yet to your account (see also Updating from an earlier version).

See Design custom reports using OData and Power BI for more information about OData feeds and how to set up Excel with the credentials and other settings required to consume them.

The built-in reports are available under Performance > Other Reports > Other Reports. More information: Generate built-in reports and work with analytical views 

Access to these reports is controlled as follows:

  • Administrators have access to all reports, regardless of their other privileges.

  • Non-admin users must have the Reports privilege to have potential access to any of the reports and must furthermore be granted explicit access to each relevant report type. This access may be granted by team or role membership and/or on a user-by-user basis. More information: Work with user accounts and staff contacts

To grant access to a given report to one or more non-admin users, do the following:

  1. Go to Settings > Administration > Users and make sure that each relevant user account has the Reports privilege (or a role that includes that privilege).

  2. Go to Settings > Administration > Reports and choose the relevant report type in the list to open its settings.

  3. Under the Security settings, mark the View checkbox for each user, group and/or role to which you would like to provide access for the current report. Note the following:

    • Only those users who already have the Reports privilege are listed under Users or Web Portal Users.

    • Users configured as administrators show a marked, read-only checkbox because admins always have read access to all reports.

    • “All” checkboxes are provided to grant access to all-users, all-roles/teams and/or all-web-portal-users. These settings apply only to users who have the Reports privilege.

  4. Choose Submit or Save to save your settings.

System_CAPS_noteNote

The reports settings also include fields for setting the Name, Type and Active status of each report. Edit these to control whether and how the report is presented on the Other Reports page. Regardless of these settings, the report contents themselves are hard-coded.

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