Toad Intelligence Central 6.4 - Getting Started Guide

About Secured Folders

Secured folders are special folders in Toad Intelligence Central. Secured folders have visibility (sharing), manage, and publish privileges assigned to them. Non-secured folders do not.

Secured Folder Characteristics

Secured folders have the following special characteristics:

• Secured folders have visibility, manage, and publish privileges assigned to them.

• The sharing and manage privileges specified for a secured folder are also applied to all objects in the folder.

• When an object is published to a secured folder, the object automatically inherits the visibility and manage privileges applied to the secured folder.

Why Use Secured Folders

The special characteristics of secured folders provide the following advantages:

• Object publishers can automatically define visibility and manage privileges for an object by publishing it to the desired folder. In this way, the task of specifying object privileges can be transferred from the individual user to a group of folder managers.
• A folder manager can change the visibility and manage privileges for all objects in a secured folder at one time by simply changing the privileges for the secured folder itself.

These characteristics, along with the server-level Folder Security settings, allow companies to customize the way they define and manage object accessibility in Intelligence Central.

Use this feature to develop and implement a methodology for controlling and regulating the sharing and management of objects, files, and data.

Server-Level Configuration

Intelligence Central allows you to specify which type of folders users can create: secured, non-secured, or both. You can also specify which users are allowed to create and configure secured folders. These settings are specified at the server level by a user with the Administrator role.

To learn how to configure secured folder settings for the server, see the Toad Intelligence Central Deployment Guide.

Rules and Restrictions for Secured Folders

Review the following rules and restrictions that apply to secured folders and their objects.

Visibility Privileges

• You can see secured folders that have been shared with you.
• You can see the parent folder of a secured folder that has been shared with you.

Privileges Based on User or Role

• By default, the folder creator and users with the Administrator role have visibility and manage privileges to a newly-created secured folder.
• Users with the Administrator role retain visibility and manage privileges to secured folders.

Subfolder Privileges

• A subfolder is not required to have the same visibility or manage privileges as the parent folder.
• A subfolder is not affected by changes to privileges for the parent folder.

Publishing

• In order to publish an object to a secured folder, the publisher must be an Administrator or have publish privileges to the secured folder.

Creating and Moving Folders

• A non-secured folder cannot be created in or moved into a secured folder.
• A secured folder cannot be created in or moved into a non-secured folder.
• A secured folder can be created at the root level.

Object Privileges

• All objects in a secured folder have the same manage and visibility privileges as the folder.

Moving and Deleting Secured Folders

• To move a secured folder, a user must have the Administrator role or manage privileges to the secured folder and all its subfolders.
• To delete a secured folder, a user must have either the Administrator role or visibility and manage privileges to the secured folder and all its subfolders.

Rules for Moving Objects into or out of a Secured Folder

• To move an object into a secured folder, the user must be an Administrator or have manage privileges to the object and the secured folder.
• If an object is moved into a secured folder, the object inherits the privileges of the secured folder, regardless of the object's original privileges.
• When an object is moved into a secured folder, the object publisher does not retain manage privileges unless the publisher is a folder manager.
• When an object is moved from a secured folder into a non-secured folder, the object's manage privileges are retained. For visibility privileges, only users with manage privileges to the object will retain visibility, others will not.

Notifications of Secured Folder Activity

• If a secured folder's objects or subfolders are moved, users with visibility or manage privileges to the folder receive an email notification.
• If an object is moved into a secured folder, the object publisher and users with visibility or manage privileges to the object will receive an email notification.

Specify Visibility and Manage Privileges

Secured folders have visibility (sharing), manage, and publish privileges assigned to them. Users with manage privileges to a secured folder can modify the visibility, manage, and publish privileges.

To learn how to modify privileges for an object, see Specify Visibility and Manage Privileges for Objects.

Specify Sharing Privileges

You can modify the visibility (sharing) options for a secured folder to which you have manage privileges. The sharing options you specify for a secured folder are applied to all objects in the folder.

To alter Visibility for a secured folder

1. In the Web Console, click Home.
2. Select a secured folder to display details.
3. In the Folder Details pane, click Visibility to open the Alter Visibility dialog.
4. In the Alter Visibility dialog, select the users and groups with which you want to share the folder.
   • Add users and groups to the right pane. You can include both individual users and groups.

5. For each user (or group) specify manage and publish privileges.

   Manage—Select this option for each user (or group) to which you want to grant Manage privileges.

   Publish—Select this option for each user (or group) to which you want to grant Publish privileges.

Specify Manage and Publish Privileges

You can modify the manage and publish privileges for a secured folder to which you have Manage privileges. The manage options you specify for a secured folder are applied to all objects in the folder.

For more information about manage privileges, see Manager Privileges.

You can also specify publish privileges to allow users to publish objects to the secured folder. Users with or without the manage privilege can be granted the publish privilege.

To modify Manage and Publish privileges for a secured folder

1. In the Web Console, click Home.
2. Select a secured folder to display folder details.
3. In the Folder Details pane, click Managers to open the Alter Visibility dialog.
4. In the Alter Visibility dialog, do the following:
   • Select the Manage check box for each user (or group) to which you want to grant Manage privileges.
   • Select the Publish check box for each user (or group) to which you want to grant Publish privileges.

Users with Manage privileges to a secured folder can do the following:

• Modify the folder's sharing (visibility), manage, and publish options
• Rename or delete the folder
• Create a subfolder

Users with Publish privileges to a secured folder can publish objects to the folder from Toad Data Point.

Manager Privileges

When an object is published to Intelligence Central, the publisher specifies visibility (sharing) and manage privileges for the published object.

After an object is published, the object's managers are allowed to modify the visibility and manage privileges for the object.

When a secured folder is created, the folder creator and users with the Administrator role have visibility and manage privileges to the folder. After the folder is created, the secured folder's managers can modify the visibility and manage privileges, if necessary.

To learn how to modify visibility and manage settings for an object or folder, see Specify Visibility and Manage Privileges for Objects and Specify Visibility, Manage and Publish Privileges for Folders.

Manager Privileges for Objects

Users with Manage privileges to an object can do the following (unless the object is locked):

• Lock the object
• Delete the object
• Modify the object's sharing options
• Modify the object's manage options
• Rename the object
• (Automation script) Change user account for script execution
• (Snapshot) Refresh snapshot or modify refresh schedule
• (Automation script) Modify schedule
• (View or Automation script) Modify variable default value
• Change a shared key password
• Change Authentication key type

Manager Privileges for Secured Folders

Users with Manage privileges to a secured folder can do the following:

• Modify the folder's sharing (visibility), manage, and publish options
• Rename or delete the folder
• Create a subfolder

Who Can Manage Objects/Folders

The following tables describe some important details about manage privileges based on a user's relationship to an object or folder.

Management Privileges to Objects

Management Privileges to Secured Folder

Reports

The Web Console provides a Reports section which allows you to view and create reports about Intelligence Central objects and user activity.

Reports are designed mainly for Administrators, but all users can view and export reports.

The following reports are provided:

• Data Object Usage Report
• User Activity Report