Share reports with users and groups (#1905)

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Author: sivamuruganandam-coder

Client-Side Components/UI Pages/Share reports with users and groups/Image 1.png

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+**Usecase:**
+Currenlty there's no OOB feature to share the all the reports from the particular dashboard with the user or group at a time. Also, sharing the dashboard with the user/group doesnot share the corresponding reports with them automatically.
+In order to do that, admin or report owner should open each report and share them individually.
+If the dashboard has more reports i.e 20+, then it'll take a considerable amount of time to complete this task.
+To reduce the manual effort, we can use this custom logic to share all the reports from the particular dashboard at a time.
+
+**Pre-requisite:**
+A database view which shows the reports shared with atleast one dashboard need to be created. 
+ServiceNow community article link which explains how to build one..(Thanks to Adam Stout for this)
+https://www.servicenow.com/community/performance-analytics-blog/view-reports-on-a-dashboard-and-dashboards-using-a-report/ba-p/2271548
+
+**Components:**
+1. UI Page: It contains Jelly script (HTML), Client script and Processing script. Used to capture the user/group info and share the rports with them.
+2. UI Action(Client): Created on the Dashboards (pa_dashboards) table. Used to open the UI page as apopup/modal window
+
+This UI action is visible on the dashboard properties page (image attached)
+

Client-Side Components/UI Pages/Share reports with users and groups/Image 2.png

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+<!--
+UI Page details 
+Name: sj_share_reports
+Category: General
+-->
+
+<?xml version="1.0" encoding="utf-8" ?>
+<j:jelly trim="false" xmlns:j="jelly:core" xmlns:g="glide" xmlns:j2="null" xmlns:g2="null">
+<g:ui_form>
+    <input type="hidden" id="key" name="key" value="${sysparm_key}"/>
+    <input type="hidden" id="cancelled" name="cancelled" value="false"/>
+ 
+ 
+    <div class="modal-body">
+        <div class="row form-section form-group">
+            <div class="control-label">
+                <div><p><b> Select the group: </b></p></div>
+                <div>              
+                    <g:ui_reference name="group" id="group" query="active=true" table="sys_user_group" field="name"/>
+                </div>
+                <div><p><b> Select the user: </b></p></div>
+                <div>              
+                    <g:ui_reference name="user" id="user" query="active=true" table="sys_user" field="name;user_name;email"/>
+                </div>
+            </div>
+        </div>
+    </div>
+    <footer class="modal-footer">
+        <button class="btn-primary btn" style="min-width:5em" onclick="return onSubmit();" name="submit" id="submit">Share</button>
+        <button class="btn-danger btn" style="min-width:5em" onclick="return onCancel();" name="cancel" id="cancel">Cancel</button>
+    </footer>
+</g:ui_form>
+ 
+</j:jelly>

Client-Side Components/UI Pages/Share reports with users and groups/Image 3.png

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+function onCancel() {
+    var c = gel('cancelled');
+    c.value = "true";
+    GlideModal.get().destroy();
+    return false;
+}
+
+function onSubmit() {
+    return true;
+}

Client-Side Components/UI Pages/Share reports with users and groups/README.md

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+if (cancelled == "false") {
+    var dashboard_id = key; // sys id of the dashboard from the Jelly script
+    var group_id = group; // sys id of group from the Jelly script
+    var user_id = user; //sys id of user from the Jelly script
+
+    if (!gs.nil(group_id) || !gs.nil(user_id)) {
+        groupShare(dashboard_id, group_id);
+        userShare(dashboard_id, user_id);
+        response.sendRedirect("pa_dashboards.do?sys_id=" + key);
+    } else {
+        response.sendRedirect("pa_dashboards.do?sys_id=" + key);
+        gs.addErrorMessage("Please select group/user");
+    }
+} else {
+    response.sendRedirect("pa_dashboards.do?sys_id=" + key);
+}
+
+function groupShare(dashboard_id, group_id) {
+    var db_view = new GlideRecord('u_reports_shared_with_dashboard'); // Database view name
+    db_view.addEncodedQuery('repstat_report_sys_id!=^dt_dashboard=' + dashboard_id);
+    db_view.query();
+    while (db_view.next()) {
+        var report_id = db_view.rep_sys_id;
+
+        var rec = new GlideRecord("sys_report");
+        rec.get(report_id);
+        rec.user = "group";
+        rec.update();
+
+        var report_sharing = new GlideRecord('sys_report_users_groups');
+        report_sharing.addQuery('group_id', group_id);
+
+        report_sharing.addQuery('report_id', report_id);
+        report_sharing.query();
+        if (!report_sharing.next()) {
+            var new_record = new GlideRecord('sys_report_users_groups');
+            new_record.initialize();
+            new_record.report_id = report_id;
+            new_record.group_id = group_id;
+            new_record.insert();
+        }
+
+    }
+}
+
+function userShare(dashboard_id, user_id) {
+    var db_view = new GlideRecord('u_reports_shared_with_dashboard');
+    db_view.addEncodedQuery('repstat_report_sys_id!=^dt_dashboard=' + dashboard_id);
+    db_view.query();
+    while (db_view.next()) {
+        var report_id = db_view.rep_sys_id;
+
+        var rec = new GlideRecord("sys_report");
+        rec.get(report_id);
+        rec.user = "group";
+        rec.update();
+
+        var report_sharing = new GlideRecord('sys_report_users_groups');
+        report_sharing.addQuery('user_id', user_id);
+        report_sharing.addQuery('report_id', report_id);
+        report_sharing.query();
+        if (!report_sharing.next()) {
+            var new_record = new GlideRecord('sys_report_users_groups');
+            new_record.initialize();
+            new_record.report_id = report_id;
+            new_record.user_id = user_id;
+            new_record.insert();
+        }
+
+    }
+}

Client-Side Components/UI Pages/Share reports with users and groups/UI Page/ui_page.html

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+/*
+UI Action details:
+
+Active: True
+Name: Share reports
+Table: Dashboard [pa_dashboards]
+Order: 1000
+Action name: share_report
+Show update: True
+Client: True
+List v2 Compatible: True
+Form button: True
+Form style: Primary
+Onclick: shareReport();
+
+*/
+
+function shareReport() {
+    var modal = new GlideModal("sj_share_reports"); // UI Page id
+    modal.setTitle("Share Reports");
+    modal.setPreference('sysparm_key', g_form.getUniqueValue());
+    modal.render();
+}