Reports are a Microsoft Dynamics feature that come standard, out-of-the-box, with your CRM. To customize these, please reach out to our Professional Services team for a quote.
Reports are a useful tool for gaining insight into your data within Engage. However, you may need to ensure that access is restricted only to those who need a Report to perform their specific job functions. While Security Roles define the overall access rights for a user in Engage, report-specific security settings can further restrict access beyond what is defined in the Security Role. Users must first have the necessary Security Roles permissions to access Reports. Then, report-level security provides another layer of protection that allows System Administrators to determine who has access to specific Reports in Engage.
Report access is managed through the Viewable By setting on each Report. System Administrators follow the instructions below to assign specific Report access.
Access Report Viewable By Setting
1. Select Reports from the Site Map. Select the checkbox next to the Report you want and select Edit.
2. Select the Administration tab. Under Viewable By, select Organization or Individual. Click Save and Close.
The Viewable By setting determines whether the Report is visible to the entire Organization or select Individuals. The Organization option allows anyone in the Organization to view the Report. If you select Organization, no further steps are needed. The Individual option allows System Administrators to determine which users or Teams should access the Report. Selecting the Individual option requires another step to share the Report to the specific users or Teams.
Sharing Reports With Individual Users
If the Individual option is selected under Viewable By, the System Administrator must share the Report with the selected Users. Follow the instructions below to share a Report.
1. Select Reports from the Site Map. Select the checkbox next to the Report you want and select Share.
2. On the Share records window that opens, search for the user or team you want to access the Report. Select the users or Teams. Then select the Permissions and click Share.
Report Permissions Options
Select Permissions based on how the user or Team should access the Report.
- Read: Allows users to view the Report and its data. Users can see the data on the Report but cannot modify the Report or data
- Write: Allows users to modify the Report or its configuration. Users can edit the Report, including changing its filters, layout, or data sources, as well as update the Report's properties and configurations.
- Delete: Allows users to remove the Report from Engage.
- Append: Allows users to add records to the Report's related records. This permission allows users to link records to a Report or modify relationships between records and the Report.
- Append To: Allows users to add related records to the Report. This permission allows users to link Reports to specific records or entities, such as associating a report with a specific Relationship or Opportunity.
- Assign: Allows users to change ownership of the Report to another user or Team. This may be useful to change the Report owner due to role changes.
- Share: Allows users to share the Report with other users or Teams.
Notes
- Read and Share are the most common permissions needed for users to access and collaborate on Reports.
- Write and Delete permissions are typically reserved for System Administrators or users responsible for Report management.
- Append and Append To are less common for Reports and are more relevant for record relationships.
