Who can open, change, and schedule a report depends on three things: the user's role, whether they are an owner of the report, and how the report is shared. This article explains each one and where to set it.
At a glance
Who | Open reports shared with everyone | Change, share, or delete a report |
Administrator | Yes, plus all private reports | Any report |
Owner whose role has Full report permissions | Yes, plus reports they own | Reports they own |
Owner whose role has Read report permissions | Yes, plus reports they own | No, view only |
Not an owner, role has Full | Yes | No. Can create their own reports or save a copy. |
Not an owner, role has Read | Yes | No, view only |
Role has None | No access to Reports | No |
Anyone who can open a report can filter what they see. Only owners with Full permissions and Administrators can save changes.
Report permissions in User Roles
Administrators set report permissions for each role in Settings > User Roles, under Reports. There are three settings:
Report Permissions
None: users can't open Reports and can't be made an owner of a report.
Read: users can open reports shared with everyone and reports they own, but can't create or change a report.
Full: users can create reports and change the reports they own. Reports shared by others are read-only unless an owner adds them as an owner.
Report Access
Limited: inside a report, users see only the pages an owner has opened to their role. Owners always see every page of a report they own.
All: users see every page of every report they can open.
Scheduled Report Emails
No: users can't schedule report emails.
Allowed: users can schedule an email of any report page they can open, including reports someone else owns.
Report Permissions, Report Access, and Scheduled Report Emails are separate settings. Full report permissions don't include scheduling or access to every page. If a user can't schedule emails or can't see a page, check those settings for their role.
Report owners and sharing
Each report can have one or more owners. Owners can open the report and every page on it, even when it isn't shared with everyone. If a report has no owners, only Administrators can change it. Built-in reports, such as Activities, Candidates, Jobs, Placements, and Compliance, have no owner by default.
To add owners or change who can view a report
Select the report's tab, then select Configure Report.
Select Sharing and ownership.
Under Owners, search for and add the users who should maintain the report.
Under Who can view this report, choose whether Everyone in the organization can view this report. When this is off, only owners and Administrators can open it.
Select OK.
Adding owners is available on Business Plus and higher.
Owners can also lock a report's quick filters so users who can't edit the report see only their own data. Learn more in Reporting - Quick Filters.
Choose which roles can see a page
For roles with Report Access set to Limited, you choose which pages of a report they can see.
Select the page, then select the gear icon next to Filters to open Configure Page.
Select User Role Access.
Select the roles that should see this page, then select OK.
Only roles with Report Access set to Limited are listed. If no roles are selected, the page is hidden from Limited roles, and only the report's owners, Administrators, and users with Report Access set to All can see it.
Page access decides which pages are shown, not which data a user can see. A user with Full report permissions can still build their own charts over any data they already have access to.
Can't edit a report? Save your own copy
If you can open a report but can't change it, you can save your own copy and edit that instead. This requires Full report permissions.
Open the report, then select Configure Report.
Select Save a copy of report as.
In Save as new report, enter a Report Name. It starts with the original report's name, so give your copy a name you'll recognize.
Select OK.
Your copy opens as a new tab. You are its owner, and it is private: only you and Administrators can open it. The original report isn't affected. To let others see your copy, open Configure Report > Sharing and ownership on the copy and select Everyone in the organization can view this report.
Schedule report emails
Users whose role has Scheduled Report Emails set to Allowed can schedule an email of any report page they can open. Scheduling doesn't change the report, so it doesn't require Full report permissions.
Select the page, then select the gear icon next to Filters to open Configure Page.
Select Configure Scheduled Email.
Choose up to five charts and an export type for each.
Add email recipients, then choose the frequency, days, and send time.
Select OK.
The send time and the report's date ranges use the time zone in your User Preferences, or your organization's time zone if yours isn't set.
For Administrators: find private reports
Reports that aren't shared with everyone are listed under Private reports. Select the lock icon to the right of the report tabs to see them. Reports without an owner appear in the list with No owners. Opening a private report adds it to your tabs until you leave Reports.
FAQs
Why can't I save changes to a report I used to edit?
Only a report's owners whose role has Full report permissions, and Administrators, can save changes. Ask an Administrator to add you as an owner, or use Save a copy of report as to make your own version.
Why can't I change a built-in report like Candidates or Placements?
Built-in reports have no owner, so only Administrators can change them. An Administrator can add owners through Sharing and ownership.
Why can't I schedule a report email?
Your role needs Scheduled Report Emails set to Allowed. This is separate from Report Permissions, so a user with Full permissions may still need it turned on.
Why can't someone see a page on a report?
If their role has Report Access set to Limited, they only see pages that an owner has opened to their role in User Role Access.
I saved a copy of a report, but my team can't see it. Why?
New copies are private. Open Configure Report > Sharing and ownership on your copy and select Everyone in the organization can view this report.