Grant users access to create, view, run, and manage reports by assigning reporting roles and configuring report sharing.
Before you begin
- How reporting permissions work
- You must have the Tenant admin or Identity Manager role.
Choose the level of access the user needs.
| If the user needs to... | Grant this access |
| View or run reports | Share the report with the user or one of their assigned roles. |
| Create personal reports | Give the user access to at least one reportable object. |
| Create and manage shared reports | Assign the Report Creator role. |
Note: The Report Creator role provides broad access to shared reports and folders. Assign it only to users who create or administer reports.
Assign the Report Creator role
- From Applaud admin, select Roles.
- Select Report Creator.
- Open the Users tab.
- Select Assign.
- Search for and select the users.
- Select Save.
Note: Users might need to sign out and sign back in before the new role takes effect.
Share a report with users
Share a report directly with users who only need to view or run that report.
- From Applaud admin, select Reporting.
- Locate the report in the Report library.
- From the additional actions menu, select Edit report.
- Set Access type to Shared.
- Under Visible to roles, select one or more roles.
- Under Additional users, search for and select the users who need access.
- Select Update report.
Report access levels
| Report type | Who can view and run? | Who can manage? |
| Personal | Report owner | Report owner |
| Shared | Users and roles the report is shared with | Report Creator, Tenant admin, and Experience Designer |
| Standard | Depends on the report configuration | Applaud (system managed) |
Important: Sharing a report controls who can access the report. It doesn't determine which data users can see. Report results always respect each user's reporting permissions. For more information, see How reporting permissions work.
Remove access from a report
- From Applaud admin, select Reporting.
- Locate the report in the Report library.
- From the additional actions menu, select Edit report.
- Remove the required users from Visible to roles and/or Additional users.
- Select Update report.
Remove the Report Creator role
- From Applaud admin, select Roles.
- Select Report Creator.
- Open the Users tab.
- Locate the user.
- From the actions menu, select Revoke role.
Note: Removing this role prevents the user from creating or managing shared reports and folders. It doesn't remove access to reports already shared with the user directly or through one of their assigned roles.
Verify the user's access
Ask the user to:
- Sign out of Applaud and sign back in.
- Open Reporting.
- Confirm that the expected report appears in the Report library.
- Run the report and verify that it opens successfully and returns the expected data.
Note: Different users may see different report results because reports always respect each user's reporting permissions.