Purpose Statement
This article explains how a child agency can grant or remove data source access for a parent agency in the Reports module.
Multi-Agency Dataset Sharing allows agencies to control which report data sources are shared across a multi-agency relationship. This supports consolidated reporting and analysis while allowing the originating agency to maintain control over its data.
Background Information
Multi-Agency Dataset Sharing allows child agencies to selectively share report data sources with parent agencies for consolidated reporting purposes.
This feature is commonly used by multi-jurisdictional departments, regional agencies, and organizations that need to support shared reporting across multiple agencies.
Dataset ownership always remains with the originating child agency. Sharing a dataset does not transfer ownership to the parent agency. Parent agencies cannot override child agency dataset permissions; the child agency retains full control over which data sources are shared or removed.
Required Permissions
The following access is required to manage Multi-Agency Dataset Sharing permissions:
- Reports Module Access
- Access to Reports Setup
- Administrative rights within the child agency
- Permission to manage multi-agency dataset configuration
Permission names may vary based on agency configuration. If the Multi-Agency Dataset Sharing option is not visible, verify the user has the appropriate Reports and administrative permissions.
Video
Step-by-Step Guide
Navigate to Reports Setup
Navigate to the Reports module.
Click Setup from the Reports menu.
Open Multi-Agency Dataset Sharing
Click Multi-Agency Dataset Sharing.
Remove Access to a Data Source
Locate the data source that should no longer be shared with the parent agency.
Click the X next to the data source to remove the permission.
The status will change from a green Yes to a red No, indicating the data source is no longer shared.
Confirm the Permission Change
A confirmation message stating that access has been enabled or disabled will briefly appear at the top center of the screen.
Grant Access to a Data Source
To reinstate access, click the checkmark next to the data source.
The status will change from a red No to a green Yes, indicating the data source is now shared with the parent agency.
Bulk Select Data Sources
Click the top checkbox to select all data sources.
You can also select multiple individual data sources by checking more than one data source at a time.
Apply Bulk Permission Changes
After selecting the applicable data sources, click Grant Permission or Remove Permission.
The selected data sources will be updated based on the action chosen.
Best Practices
- Review shared data source permissions regularly to ensure only necessary data sources are available to parent agencies.
- Document permission changes for audit trails and compliance purposes.
- Test parent agency report access after making changes to confirm shared data sources are available as expected.
- Coordinate with the parent agency before removing critical data source permissions that may affect existing reports.
- Use bulk actions when updating multiple data sources to improve efficiency.
- Verify data sensitivity before granting access to ensure information is shared appropriately.
Troubleshooting & FAQs
Why don’t I see the Multi-Agency Dataset Sharing option?
Verify that you have access to the Reports module, Reports Setup, and the appropriate administrative permissions. The agency must also be configured as a child agency in a multi-agency relationship.
Why aren’t changes reflected in parent agency reports immediately?
Permission changes may take a few minutes to update. Ask the parent agency user to refresh their browser or log out and back in.
Can I grant access to only specific data within a data source?
No. Permissions are managed at the data source level. The entire data source is either shared with the parent agency or not shared.
What happens to existing parent agency reports if I remove data source access?
Existing reports that rely on the removed data source may display errors or incomplete data until access is restored.
Can the parent agency change or override child agency dataset permissions?
No. The child agency controls the dataset permissions. Parent agencies cannot override access settings configured by the child agency.
Does sharing a dataset transfer ownership to the parent agency?
No. Dataset ownership remains with the originating child agency. Sharing only provides access for reporting purposes.