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Excel Report Security

Once an Excel Report has been published, the end users will need access to view the Excel File as well as SQL permissions to view the data that is pulled into the Excel file.  Excel Reports use Windows Authentication to gain these permissions.  By default only Windows users with local administrative credentials in SQL Server and access to the network share or SharePoint site where the report was published to can view the data.

 

There are two parts to the security for an Excel Report:

•Security to the Shared Folder or SharePoint site
•Security in the SQL database

 

To assign Excel Report security to a report published to a network share:

1.Open Windows Explorer and locate the network share that was created.
2.Right click on the folder and select Properties.
3.Select the Permissions tab or the Permissions button on the Sharing tab.  The users or  groups you want to access the report must have at minimum, the Change permission.
4.Select the Security tab.  The users or groups you want to have access to the report must have at minimum, the Read permission.
5.Click OK.

 

To assign Excel Report security to a report published to SharePoint:

1.Log into Windows as a user with SharePoint Administrator rights.
2.Browse to the top level of the SharePoint site.  For example, http://servername:port/
3.Click Site Actions – Site Settings – People and Groups.
4.In the New drop down list, select New Group
5.Enter a name for the group in the Name field and a description in the About Me field.
6.In the Give Group Permission to the Site section, click the permissions you want the group to have.  The group, at minimum, needs the Read-Can View only permissions.
7.Click Create.
8.Click Groups.
9.In the All Groups list, select the new group you created.
10.In the New drop-down list, select Add Users.
11.Enter the users you want to have access to the reports in the Add Users window.
12.Click OK.

 

To assign Excel Report security to the SQL Server Database:

1.Open SQL Server Management Studio and log into the SQL Server as an admin user
2.Expand the server.
3.Expand Security.
4.Expand Logins and verify that the Windows user is not already in SQL as a login.  If the user is already in SQL as a login, Open the properties of the login and skip to step 8.
5.Right click on Logins and select New Login.
6.Enter in the name of the Windows user to be added.  For example, domain\username.
7.Select Windows Authentication.
8.Select the User Mapping page.
9.Select the database you want to give them access to and mark the appropriate rpt_ roles that the user needs to access the Excel Reports you have published.
10.Click OK.

 

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For more information on the Excel Report deployment and security, please reference the Microsoft Dynamics GP 2013 System Setup Guide or Microsoft Knowledge Base 949524.