Restricting Access to Reports by Roles

OPTIONAL FEATURE - Contact your RizePoint representative to enable/disable this option.

When this option is enabled, several new fields become available in the Report Definition screen which allow administrators to determine which users have access to a specific report. You can give access to all users within a specific roles, or you can give access directly to individual users.

Users and/or Roles can be given access to reports either through the Report Definition screen in Reports > Report Setup > Create Management Report, or through the User or Role profile page in System > Manage People > Users/Roles.

New configuration fields are available in the Report Definition screen that allow you to specify which users or roles have access to the report.

1. Go to Reports > Report Setup > Create Management Report.
2. Select a report, or create a new report.
3. In the Report Definition window, you may specify either roles or individual users:
   • ROLES: Click the Roles - SELECT button on the right, then select the roles of users to whom you wish to grant access to this report, and click the SAVE & RETURN button.
     
     

     Note that when you specify Roles, the Users field updates to include all users within the selected role(s).
     
     

   • USERS: Click the Users - SELECT button, then select the users that you want to have access to this report, and click the SAVE & RETURN button.
4. Scroll down to the SHOW REPORT CONFIGURATION OPTIONS section of the window.
   
   

   Two new options are available:

   • Hide report if NO user association to Management/Location Records - When this box is checked, even though a user has been granted access to this report either directly or through a role assignment, that user will not have access to this report unless he/she is also associated with a selected management or location record.
   • Hide report if NO user association to Forms - When this box is checked, even though a user has been granted access to this report either directly or through a role assignment, that user will not have access to this report unless he/she is also associated with a selected audit form.

   If neither option is selected, then ALL specified users and roles will have access to this report.

5. Click SAVE & RETURN.
   

When users or roles have been added to report configurations as described above, the User or Role profile page in System > Manage People > Users/Roles shows all reports to which the user has access.

You may also add reports from the User or Role profile pages. When you add a report to a User or a Role, the Report Definition screen updates to include that information.

1. Go to System > Manage People > Users.
2. Select the user to open the User Profile page.
   
   
3. Click the REPORTS tab.
4. Click the ADD button.
   
    
5. Select the reports to which you want this user to have access.
   
   
6. Click the SAVE button.

Now if you go back to Reports > Report Setup > Create Management Report and view the Report Definition window for this report, you'll see that this user has been added to the list of users who have access to this report.

1. Go to Reports > Report Setup > Create Management Report.
2. Select the report.
3. Click the Users SELECTED link.
   
   

The user now appears in the list.

Note the checkbox beside this user. This user was added directly, rather than through a role assignment, so the user may be removed from the list. If a user was added through a role assignment, as were the other users in the image, then may not be removed individually.

ref: MgtRepUserAccss