EDDIE - How to Create a Shared Unit Folder in EDDIE

What Is an EDDIE Shared Unit Folder?

An EDDIE Shared Unit Folder provides a centralized location within EDDIE where a unit can store, manage, and share reports with authorized members of their team.

Key characteristics include:

• Folder visibility is restricted to users who belong to a designated Active Directory (AD) security group managed by the unit.
• The ability to create, edit, and save reports may be restricted to an additional, optional AD group.
• AD groups control folder visibility and publishing permissions only. They do not control access to the underlying data used in reports.
• Subfolders may be created as needed. All subfolders automatically inherit the same access permissions as the parent folder to ensure consistent security and simplified administration.

Important Security Considerations

• Access to a Shared Unit Folder does not grant access to the data contained in the reports.
• Each user must independently have the appropriate data security authorizations to run or refresh reports.
• Data access requests are submitted through the unit's Unit Security Contact (USC) using the DS Unit Security Contact (USC) Application (available only to USCs).

Summary of Security Roles

• Viewer AD Group: Determines who can see the shared unit folder and view and refresh reports.
• Publisher AD Group: Determines who can create, edit, and save reports to the folder.
• Data Security Access: Determines what data a user is authorized to view or use in reports.

Both folder-level access and data security access are required for shared reports to run successfully.

Step 1: Plan Folder and AD Group Names

Before submitting any requests, coordinate your shared unit folder name and associated AD group names to ensure consistency and clarity.

Shared Folder Naming Convention

Shared folder names should follow this format:

• Campus (UIC, UIUC, UIS, System Office, AITS)
• Unit Name

Example:

• UIC College of Medicine

AD Group Naming Convention

AD group names should be based on the shared folder name, followed by a role-based suffix.

Examples:

• UIC College of Medicine Publisher
• UIC College of Medicine Viewer

Step 2: Request Active Directory (AD) Groups

AD groups are created with assistance from the unit's OU Administrator, local IT staff, or campus IT personnel experienced in Active Directory configuration.

Reference Guidance

• Active Directory group setup guidance

Recommended AD Group Structure

Most units create two AD groups:

• Publisher Group: Members can create, edit, and save reports.
• Viewer Group: Members can view and refresh reports.

If separate roles are not required, a unit may create only a Publisher group.

NOTE: AITS does not manage membership for these groups. Units are responsible for adding and removing members by coordinating with their OU Administrator.

Step 3: Request the EDDIE Shared Unit Folder

Once the AD group(s) are established, submit a request to AITS Business Intelligence Architecture (BIA) through the appropriate campus service catalog. This request will generate a TeamDynamix (TDX) ticket.

Request Forms by Campus

• UIUC & System Office: Submit a request
• UIC: Submit a request
• UIS: Submit a request

Information Required for the Request

Please include the following information:

• Shared unit folder name (including campus and unit)
• Full Distinguished Name (DN) for each AD group (Publisher and/or Viewer)
• Designated AD group owner(s), who will serve as points of contact

After the Folder Is Created

Locating Your Shared Unit Folder in EDDIE

1. Log in to EDDIE.
2. Navigate to: Folders → Public Folders → Shared Unit Folders.
3. Locate the folder for your unit (for example, UIUC College of Medicine).

Unit Responsibilities

Each unit is responsible for:

• Managing membership within the associated AD groups.
• Maintaining organization and naming standards within the shared unit folder.
• Ensuring that users have appropriate data security access.
• Promptly removing access for staff who leave the unit.

Tips and Best Practices

• Include a cover page in reports that clearly identifies required data security permissions.
• All subfolders inherit the same permissions as the main shared unit folder.
• Reports saved with embedded data are automatically cleared of data twice daily for security purposes; the report definition itself remains intact.
• Periodically review AD group memberships to ensure continued compliance and appropriate access.