Report Data Access

Data in reports is accessible based on conditions which are defined from outside of the reporting interface. Saved reports are data queries which are run as the user requesting the report. Saving a report and sharing it with another user cannot grant access to information which would not otherwise be available to the user with whom the report is shared. Report data access may be limited based on item permissions settings, project resource types and user system roles. Examples for these follow:

Item Permissions will restrict data from showing when the user does not have read access to the data. For example, a user with a system role of Report Viewer sees all projects in a project report, even if the user is not assigned to those projects as a resource. The user must still have read access in the item permissions. So the Report Viewer system role by itself does not automatically grant the user all reporting data for all projects in the system.

Add Resources to Projects refers to the resources assigned to a project and the assignment of the resource role as either Project Manager, Project Scheduler or Project Resource. If a user is added to a project as a Project Manager, that user can see the project financial data in project reports for that project. If the user is either added to the project as a "Project Scheduler" or a "Project Resource," project reporting will not show the financial information for the project. This rule may be overridden if the user has the Report Viewer system role in their user profile.

User System Roles can be used to grant reporting content which would not otherwise be available to the user based on item permissions or project roles. A user who is not assigned to any projects will still see projects and the project financial information if the user has the system role of Report Viewer and item permissions for read access. Another example would be a user with a system role of Time/Expense Report Viewer who will see all time and expense entry reporting for all projects and tasks regardless of item permissions or project roles.

The mechanisms above apply to the different reports based on the following conditions listed by report type:

Project

Item Permission Settings - Only those projects with read access.

Project Resource Types- Only Active projects within which you are a resource. Project Managers can access financial information for those projects within which they are assigned as Project Manager. Project Resources and Project Schedulers do not see financial information in the reports.

User System Roles - The "Report Viewer" role allows the viewing of projects in planning, active and archive state. The Report Viewer role can also see all financial information without the Project Resource Type requirement to be a project manager on the project.

Budget

Item Permission Settings - Only the data from those projects for which you are given read access.

Project Resource Types - Only those projects which are assigned to you as a project manager.

User System Roles - The Report Viewer can view data from all projects within which they have read access without being project managers.

Other conditions - If neither the Project Resource Types nor the User System Roles are met, the interface for budget reports will not display.

Task

Permission - Only those tasks for which you are given read access. No conditional or user roles can override the permission requirement.

User Role Based - The "Report Viewer" role allows the viewing of tasks for projects in the planning, active and archive state. The Report Viewer role can also see all financial information without the conditional requirement to be a project manager on the project.

Conditional - Only those tasks in projects which are assigned to you and are in the active project state. Financial information only if you are assigned as a project manager.

Resource

Permission - Only those resources with whom you have communication permissions to view.

User Role Based - The Report Viewer role can all financial information without the conditional requirement to be a project manager on the project.

Conditional - Only those projects which are assigned to you as a project manager.

If none of the conditions above are met, the interface to budget reports will not display.

Issue

Permission - Only those issues for which you are given read access. No conditional or user roles can override the permission requirement.

User Role Based - The "Report Viewer" role allows the viewing of all issues. An "Issue Manager" may also view all issues.

Conditional - Only those issues which are assigned to you or created by you and are open.

Approval

Permission - Only those approvals for which you are given read access. No conditional or user roles can override the permission requirement.

User Role Based - The "Report Viewer" role allows the viewing of all approvals.

Conditional - Only those approvals which are assigned to you or created by you and are open.

Time

Permission - Permission does not play a role in the time reporting. All time entries can be viewed regardless of permission settings on the items to which the time has been entered.

User Role Based - The "Time/Expense Report Viewer" can see all time entry report information.

Conditional - Only those time entries associated with a project within which you are assigned as the project manager.

Expense

Permission - Permission does not play a role in the expense reporting. All expense entries can be viewed regardless of permission settings on the items to which the expense has been entered.

User Role Based - The "Time/Expense Report Viewer" can see all expense entry report information.

Conditional - Only those expense entries associated with a project within which you are assigned as the project manager.

Custom Item

Permission - Only those custom items for which you are given read access. No conditional or user roles can override the permission requirement.

No other permissions, communications or role settings impact custom items from a report visibility perspective.

Misc. - Contract Reports

(This is the Drop-down text)

Permission - Permission does not play a role in the contract reporting. All contracts can be viewed regardless of permission settings for the projects within which the contracts are associated.

User Role Based - Any one of the following user system role settings allow the user to see all company contracts report information:

  • User Manager
  • Project Manager
  • Project Report Viewer
  • Invoice Manager
Online 11/2/2016