Report Access

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In our reviews app there are three roles Reviewer, Manager, and HR Administrator.

We have three reports, one for Reviewer, One for Manager, and one for HR Administrator.

The Reviewer report is filtered to show only reviews in which the current user is in the Reviewer field. This functions as expected when testing as another role and another user.

The Manager report is filtered to show only reviews in which the current user is in the Manager and/or Reviewer field. This functions as expected when testing as another role and another user.

Since there is no user field for HR, the 'May be viewed by' setting for the HR view report was set to 'Specific roles' and only the HR Administrator role is checked. However, when testing as another role and user, the report shows all records.

What am I doing wrong?! One would think that when only one role is selected for 'May be viewed by...Specific roles' that only that role would be able to view that report.
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Adam Keever

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Posted 1 year ago

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Gil Spigelman

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The specific roles portion of the report only implies that it may be viewed the the Reports & Charts drop down for that role. It has nothing to do with report filters or other roles. Any role can view the report, but it will not appear in their Report & Charts drop down.
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Chris

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Hi,

I believe "May be viewed by" is to keep that report from showing in that role's queue of reports. It has no impact on the permissions for that role -- what that role can see and do with regard to records.

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Adam Keever

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I worked around this by creating a page for the HR Administrator role and only showing this report on that page, but it still bothers me that setting the access limit in the report settings appears to be useless.
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Gil Spigelman

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Do you want Reviewers to only see their records regardless of the report? If so, then go to their role and limit visibility at the role level for both Reviewer and Manager. Then you'll achieve what you want.
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Gil Spigelman

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I'm not saying to do it at the report level filter. Do it at the Role level, where they can view or modify only records where they are the Reviewer.
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Adam Keever

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Understood. I have that selected as well (and for the manager role), but they can still view the records in the HR View report that is set to 'May be viewed by...Specific role'. That is another reason why it is confusing.
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Chris

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If you have that report open and change to test a certain role, then you will see that report. The functionality is only meant to keep the report under the view of the roles you select, not the records.
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Gil Spigelman

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Regardless of the report, there's no way the Reviewer and the Manager can see ALL records in a report if you have it controlled at the role level. If that's the case, I would put in a support case.
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Chris

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That's what I'm saying too, Gil Spigelman.
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Adam Keever

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Thanks for the feedback. That was not the behavior I expected from the naming of the functions.

'May be viewed by...Specific role' in my opinion implies exactly that the report would then only be viewed by that specific role.
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Chris

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It is under normal circumstances. for example, if you mimic a certain other role that should not see that report, then in the role's reports list, that report will not show. But if you provide a member of that role the URL of the report, they will see it. It's just not listed in their queue of reports.
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Adam Keever

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And that is what happens. However, I expected when I tested as a specific Reviewer, the HR View report would only show reviews in which the user being tested was the Reviewer, but that was not the case. All records were showing and had I not tested it I would not have known this to be the case based on expected behavior given the selected settings.

Segregating that report to an HR home page is working for what we need.