Though enabling access and permissions are available in all paid tiers tiers, making a report "private" by assigning "no access" is available only for "Essentials and Enterprise+" tiers.
In the Access and Permissions article, you would've understood the accountability and permissions that can be granted, and how permissions provide access control and privacy. Here, let us see how access and permissions work at a granular level in reports.
A report can either be set as a
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public report - setting up either "can edit" or "can view" for all the members of the workspace.
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or, private report - setting up "no access" to the report to maintain absolute privacy. From here, "can edit" or "can view" permissions can be applied to specific users/teams, once the report is shared with them.
Whoever creates the report becomes its Owner (this can be changed in the report's Settings).
Private reports are beneficial if the report has sensitive company information, financial KPIs, which need not be exposed to everyone.
How to assign permissions to a report?
Click the 
(Share) icon from the relevant report to access the Share modal.
If you wish to share your public report, every one in the workspace will have the same access - either 'can view' or 'can edit'.
If you wish to share your private report, then you can send an invite by typing in name(s), email address(es) or team name(s) and click Share. These users and/or teams will then have access to this private report in which 'can edit' or 'can view' access can be configured to specific users and/or teams. Please note: Permissions on the report can be on a user or a team level.
By default, all the reports in the workspace are made "private", meaning it is not available for anyone except the Admins and the owner of the report. Once a report is shared, all invited users will then have access to this private report;
- Permissions configured at the plan level control what users can see in tables and/or charts within reports. Specifically for private plans, if a user does not have permission to access a particular plan, then the data from that plan will not appear in the report for them although they will still have access to the report.
- You cannot add a viewer as a report owner
- You can edit someone's access at any time
Only those with edit permissions on a report can duplicate or delete them. See Report Settings for details and see Plan Permissions for visibility on private goals.
FAQs
Can I change the owner to someone else?
Yes, click the three dots against the report name, and click Settings. You'll be able to change the owner from here if you're an Admin or have edit permissions. Remember that you can only add a person who's already there in the workspace. Also, you cannot add a Viewer as owner.
If the ownership is changed, will the access permissions be retained?
No, once the ownership is changed, all their access have to re-enabled manually.
I've some sensitive data in my report which I do not want to expose to other users in my workspace.
You can set the report as private, i.e., "no access" for everyone in the workspace. This way, no one will have access to this sensitive information and you can have absolute privacy. Unless someone has an Admin access, they'll not find this report in their reports list.
I'm a HR head and have created a report that contains data related to HR team. Though everyone can see this report, I do not want any person other than my team to edit this report.
You can enable permissions at a team level. Start typing the name or mail addresses of your team, and grant "can edit" access.
I'm drafting an early version, and do not want it to be available to a wider audience. However, I want a few of them to weigh in and give feedback alone.
You can set the report as private, i.e., "no access" to everyone in the workspace, and give "can view" access to the relevant people from the Share modal. Those who have "view access" can just view and provide comments in your report.
We're working on pulling insights for the upcoming All Hands Meeting. Though this data can be viewed by everyone, we want to restrict editing to leadership level.
Set the report as public i.e., "can view" to everyone in the workspace, and give "can edit" access to the relevant people. Those with "can edit" permission can work on the report itself.
During the free trial period, I had set permissions to reports. What happens once the free trial is over?
Once the trial is over, none of these permissions are changed.
For example, you've set the "Company Board" report to "no access" during trial. After the trial, in case, you've not upgraded, then the report will still retain its privacy. And, you cannot change its access to public, nor can you provide anyone else view/edit access, since permission is behind paywall. Only the admins who've overriding permissions will still have access to this report or snapshot.
Also, if you had enabled view/edit permissions to anyone else who is not an Admin, before the trial ended, they'll also retain those view/edit permissions.
Can I export the report or share them externally?
Yes. You can export them as a PDF at the report level and share them. Or, export the individual widgets (tables or charts) to CSV format to get the data out of Cascade and be used in some data system elsewhere.