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Reports list pane

The Reports list pane, located on the left, displays a list of all existing reports.

Reports list user interface

The following table describes the user interface elements of the pane:

Element Description
Report list

Select a report in the list to display it in the center pane. The reports in the list are color coded by report record type. For private reports, an icon indicates who created the report:

  • for private reports you created.
  • for private reports created by other users.

The list has two sections:

  • Recently viewed. Displays the five most recently viewed reports.

  • All Reports. Displays all existing reports.

    You can use the Sort by box to sort the list by the following criteria:

    • Report name (alphabetically)
    • Access (Private/Public)
    • State (Active/Inactive)

    • Report type (Analytic/Operational)

Note The sort functionality is case-sensitive.

For information on view permission for reports, see Reports list pane.
Search window

Enter the first few letters of a report name in the Search window to search for the report.

Note The search only matches the beginning of the report name. You must enter the first few letters of the first word of a report name.
New Click New to create a new report. For more information on creating reports, see How to work with reports.
Delete

Click Delete to delete the selected report. Deleted reports are removed from all dashboard widgets.

For information on delete permission for reports, see Reports list pane.
Display inactive reports Click Display inactive reports to include inactive reports in the Report list. The inactive reports appear in grey in the list and do not display data in the center pane when selected.
Quota bar The Quota bar indicates the percent of the report quota currently used by the active analytic reports. For more information on the report quota, see Reports list pane.

Report permissions

An Admin user is a user with the Reports publisher role. A Non-admin user is a user with other roles. The Reports list for an Admin user displays all public and private reports. For a Non-admin user, it displays only public reports and private reports created by that user.

To view the report data for a report in the list, a user must have View permission for the record type of the selected report. View permission for the record type is also required to export a report or to add it to the Dashboard.

Permission to create and delete reports and to view and edit report properties

An Admin user can view and edit report properties for all reports. He can create both public and private reports (both operational and analytic) and duplicate existing reports. He can delete all reports except for out-of-the-box reports, which cannot be deleted. He also has permission to change the report type and activate and deactivate analytic reports.

A non-admin user can view the report properties for reports that he created as well as for public reports created by other users on the tenant. He can edit the report properties only for reports that he created. He can create private reports but not public reports and duplicate public or private reports. He can change the report type and activate and deactivate analytic reports that he created. For analytic reports that he creates, the recalculation frequency is limited to once a day or a lower frequency (a calculation period of one day or longer). He can delete only reports that he created.

Note These permissions are independent of the permission to view report data, which depends on permission for the record type. A user who does not have permission for a report record type can view or edit the report properties even though he cannot view the report data.

The following table summarizes the report properties and create and delete permissions for reports:

  Public reports Private reports created by this user Private reports created by a different user on the tenant
Non-admin user
  • View report properties
  • Duplicate reports
  • View and edit report properties
  • Create and duplicate reports
  • Delete reports
  • Activate/deactivate analytic reports
  • Change report type
 No permission
Admin user
  • View and edit report properties
  • Create and duplicate reports
  • Delete reports (out-of-the-box reports cannot be edited or deleted)
  • Activate/deactivate analytic reports
  • Change report type
  • View and edit report properties
  • Create and duplicate reports
  • Delete reports
  • Activate/deactivate analytic reports
  • Change report type
  • View and edit report properties
  • Duplicate reports
  • Delete reports
  • Activate/deactivate analytic reports
  • Change report type

Reports and data domain segmentation

For operational reports, the data reflected in the report depends on the data domains assigned to the user viewing the report. Two users with different assigned data domains who are viewing the same operational report will see reports based on different data.

For analytic and survey reports, the report is based on data from the data domains assigned to the user who created the report. A user assigned the same data domains or more can view the report. A user assigned fewer data domains than the one who created the report is not able to view the report (it appears in the Report list but cannot be accessed).

If you select Duplicate to create a duplicate of the analytic or survey report, the new report is visible and it is based on data from the data domains assigned to you.

Example: User A is assigned the HR data domain only and User B is assigned the IT data domain only. User A creates an analytic report based on Request record data consisting of a set of records:

  • Request 1 is assigned to the HR data domain
  • Request 2 is assigned to the HR and IT data domains
  • Request 3 is assigned to the HR data domain

User A's report includes all 3 records. User B cannot view this report because he lacks the HR data domain assignment. However, if User B duplicates the report, he will create a new report with Request 2 only, which has the IT data domain assignment.

For more information on data domains, see Data domain segmentation.

Report quota management

Every tenant is given a total capacity, known as a quota. When an analytic or survey report is activated, it is counted toward the report quota. The quota usage is based on the number of active analytic and survey reports as well as the recalculation frequency of those reports. When you reach 90% of your quota, the quota bar indicator appears in yellow, and when the quota is full, the indicator appears in red. Click the Activate/Deactivate button on the toolbar to activate or deactivate the current report.

If you attempt to activate a report that will result in exceeding your quota, an error message is displayed and the report is not activated. You can deactivate other active reports to reduce your quota usage and then open the selected report. When a report is inactive, it does not display data in the main report pane or in any dashboard widgets. Alternatively, you can reduce the recalculation frequency of some reports to reduce your quota usage.

New analytic and survey reports are defined as active by default. If the new report will result in exceeding your quota, the error message appears and the report is saved as inactive.