Purpose Statement
To demonstrate how a Child Agency can grant or remove Data Source access to a Parent Agency in the Reports module, enabling controlled data sharing between agencies for comprehensive reporting and analysis.
Background Information
Multi-Agency Dataset Sharing allows child agencies to selectively share their data sources with parent agencies for consolidated reporting purposes. This feature is essential for multi-jurisdictional departments and regional reporting requirements. The child agency maintains full control over which data sources are accessible to the parent agency, ensuring data security while enabling collaborative reporting capabilities.
Required Permissions
- Reports Module Access: User must have access to the Reports module
- Multi-Agency Administration: User must have administrative permissions for multi-agency dataset configuration
- Child Agency Administrative Rights: User must be designated as an administrator within the child agency to grant or revoke parent agency access
Video
Step-by-Step Guide
- Navigate to the Reports module and click on Setup from the menu.
- Click on Multi-Agency Dataset Sharing.
- Click on the X next to the Datasource to remove the permission. The Green Yes will change to a Red No to indicate it is no longer shared.
- Access is enabled/disabled will briefly pop up in the top center of the screen to confirm your selection.
- Clicking on the checkmark will reinstate the permission and the Red No will change to a Green Yes to indicate the change.
- Click on the top box to bulk select all Data Sources. You can also multi-select Data Sources by checking more than one at a time.
- Click on Grant Permission or Remove Permission to change the bulk selection.
Best Practices
- Review permissions regularly to ensure only necessary data sources are shared with parent agencies
- Document permission changes for audit trails and compliance purposes
- Test report access after making changes to verify parent agency can access shared data sources
- Coordinate with parent agency before removing critical data source permissions that may affect their existing reports
- Use bulk operations when managing multiple data sources to maintain efficiency
- Verify data sensitivity before granting access to ensure appropriate information sharing protocols
Troubleshooting & FAQs
Q: Why don't I see the Multi-Agency Dataset Sharing option? A: Verify you have the correct permissions and that your agency is configured as a child agency in a multi-agency relationship.
Q: Changes aren't reflected in parent agency reports immediately. Why? A: Data source permission changes may take a few minutes to propagate. Have the parent agency refresh their browser or log out and back in.
Q: Can I grant access to specific data within a data source? A: No, permissions are granted at the data source level. The entire data source is either accessible or not accessible to the parent agency.
Q: What happens to existing reports when I remove data source access? A: Existing reports in the parent agency that rely on the removed data source will show errors or incomplete data until access is restored.