Report Content Visibility

Report Content Visibility

In the Visibility area of the Properties tab, you can choose between the following three options:

All Superadmins

The report will be visible to all the Superadmins in the platform as well as to the creator of the report.

 All Superadmins and Power Users

The report will be visible to all the Superadmins and Power Users.

All Superadmins and the selected Power Users

The report will be visible to the creator of the report, all the Superadmins and the Power Users of your choice. If you select this option, you can type the name of one or more Power Users, groups and branches of users in the corresponding sections that appear below. You can also select them by clicking the Select button in the corresponding section. 

A right panel will open, where you’ll select from the list the Power Users/Groups/Branches of users who will be able to view the report. Remember that when you insert or select a branch or group, only users at the Power User level will be considered. Once selected all the desired Power Users in the list, press Select. Report visibility is now granted to the Power Users you selected.

Reports permissions for Power Users are set in the Power User Management area, which you can reach by selecting the Power Users item in the E-Learning section of your Admin Menu. 

From the Profiles tab, you can assign the View and/or the Edit permissions to the Power User profile selected.

If you select only the View permission for a Power User profile, the Power Users assigned to this profile will only see the Preview of the report and will have the possibility to export the report. 

If you also select the Edit permission, and the assigned PU didn’t create the report, they are able to preview, duplicate and export their custom report; if they created the report, they can also (in addition to preview, duplicate and export it) schedule or pause the schedule for the report, edit and delete it. For more info refer to this article, where you will also find the list of Power Users' permissions.

If a custom report is run by a Superadmin, the Admin will be able to see all data in the report without any content visibility restrictions, since Superadmin users never have visibility restrictions in the platform. On the other hand, if a Power User views the report, they will only see the report items (Courses, Users, Branches, Catalogs and Locations) that he or she has been granted visibility.

If there is the need to limit the information of a report, you as a Superadmin can create several reports with the same subject for the various Power User profiles, matching the information in the report to align with the viewing permissions for each Power User profile. Alternatively, the Superadmin can create different reports for each Power User profile, and then the scheduling of the reports must be done by the Power Users themselves.

Notes about Report Content Visibility

Please be aware of the following scenarios and conditions occurring when a new custom report is created and configured by a Power User, and then you as a Superadmin change the visibility rules set by the Power User:

• A Power User creates a new custom report and selects the All Superadmins option in the Visibility Rules section in the Properties tab (please refer to the Report Content Visibility section in this article for more info about report visibility), and then you as the Superadmin edit the report and set the All Superadmins and Power Users option in the Visibility Rules section. Then, when the Power User who created the report reopens it, they will see that the All Superadmins and Power Users option is selected. The Power User can change this option and set the All Superadmins or the All Superadmins and the selected Power Users options, but if they want to change the setting another time, they cannot select the All Superadmins and Power Users option again.
• A Power User creates a new custom report and selects the All Superadmins option in the Visibility Rules, and then you as the Superadmin edit the report and set the All Superadmins and the selected Power Users option and you add Power Users/groups/branches on which the Power User who created the report has no visibility permissions. Then, when the Power User who created the report reopens it, they will see that the All Superadmins and the selected Power Users option are selected, but cannot see any Power Users/groups/branches names in the corresponding fields below the option and is not able to save the report because these fields are empty. This happens because the Power User has no visibility permissions on them. In order to be able to save the report, the Power User needs to change the Visibility Rules configuration and set again the All Superadmins option.
• A Power User creates a new custom report and selects the All Superadmins option in the Visibility Rules, and then you as the Superadmin edit the report and set the All Superadmins and the selected Power Users option. Then, you add Power Users/groups/branches A and B on which the Power User who created the report has no visibility permissions, and Power Users/groups/branches C and D that the Power User can view. When the Power User reopens the report, they will see that the All Superadmins and the selected Power Users option is selected, and will only be able to see Power Users/groups/branches C and D (and not A and B) in the corresponding fields below the option. The Power User is able to save the report because the fields below the option are filled (with C and D), but by saving the report, they will overwrite some of the changes made by the Superadmin (the addition of A and B will be lost). 

The behaviour is the same in the Filters tab when selecting new users/groups/branches/etc. Also, the behaviour is the same if a Power User creates and configures a custom report, and then a Superadmin removes the permissions that the Power User has on other Power Users/users/courses/etc.