REQUIREMENT
Our “dot sheet” drives program eligibility. One of our users, Valerie Cole, is unable to make needed changes to the dot sheet (i.e. refreshing it as changes are warranted).
SOLUTION
We have analyzed the mentioned issue. Here, the saved report (UNION PROGRAMS-ZB) is exported as an Excel Web Query. Web queries are used for individual purposes, not meant to be shared. NetSuite report is connected with Excel using web query. When an employee downloads the web query file, the access is shared only for him. In this case, the web query file is downloaded by the employee (Steve Goldsmith) and so he has the access to the report.
If any other employee (other email address) tries to open it access will be denied. The file can be only opened if the email address is the same as the one who downloaded the web query file. If any other employee needs to open this file they will have to use the same email address.
If any other employee needs to access the report then the email address should be shared with them.
NOTE:
When a user accesses a Web query created by someone else, an inconsistency in usage information occurs in login audit trail information and related saved searches. The user name is recorded as the creator of the saved report exported as a Web query, but the IP address is the address of the other user accessing the query.
The web query files (.iqy) are personalized and generated for your use only. A recipient of such a file would have the capability to run the report at any time in the future and see the same live data that is available to you – even if the recipient’s role would not normally give them access to such data. The only requirement to view the report is the login details (email address) used when creating the report. This address could be guessed by the recipient.