Reports and Dashboards live in Folders. Folders are independently shareable artefacts — you choose who can see, edit, or manage each folder, separately from the records the reports are about.
Folder access levels:
- Viewer — can run the report.
- Editor — can run, modify, and save the report inside the folder.
- Manager — can do everything an Editor can, plus delete reports, manage folder sharing, and rename the folder.
Shared with:
- Public Group, Role, Role and Subordinates, Role and Internal Subordinates — the usual options.
- Specific Users — case-by-case.
- All internal users — implicit "share with everyone in the org".
Important: folder sharing controls who can run / modify the report, not what data the report shows. A user can be a Manager of a folder but still only see records they have sharing access to — the report respects the underlying sharing model.
Two practical patterns:
- One folder per team — Sales Reports, Service Reports, Finance Reports — shared with each team's public group.
- Working folders for personal drafts — a "Personal" folder per user, plus shared "Production" folders for ratified reports. Promotes a draft-then-publish workflow.
Common mistake: leaving reports in the "Unfiled Public Reports" folder, where everyone in the org can run them. That folder defaults to org-wide visibility — audit and clean it.