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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 Permission Settings 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.

Project Resource Types refers to the resources assigned to a project and the assignment of the resource/user type 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: