When you are creating User-Defined Reports (at Project/Shell, Program, and Company levels), you have the option to create UDR with System Data Sources or UDR with Permission Based Data Sources.
Note: To be able to create the UDRs, you must have the Permissions Create All, Create Permission Based, and Full Access permissions.
- Go to Project/Shell, Program, or Company (User mode).
- Click the Reports node to expand.
- Click User-Defined sub-node.
- Click Create and select one of the following:
- System Data Sources
- Permission Based Data Sources
If you select the System Data Sources option, you can use the Create a new report window to create a UDR based on the following fields:
- Data Type
- Report Type
- Access Type (read-only)
If you select the Permission Based Data Sources option, the following data sources are available to create permission-aware UDRs:
- Business Process (BP)
- Document Manager
In the User-Defined Reports log, the Copy from Templates option (based on the report that is selected) will create a copy of the report based on the existing functionality.
The above applies to when you have the Permissions Create Permission Based permission.
When only have the Create for Permission Based Data Sources permission, you have the ability to create UDRs based on the permission aware data.
When creating a new UDR by way of copying an existing one, if you select a System Access Type report, the system does not allow you to create a UDR that is based on System Data Sources and displays an alert.
The permission for permission-aware data sources for a report that is packaged will be transferred from one environment to another.
Review the following for more information
When you are running report based on system-defined data sources, if your report is based on system-defined data sources, then the report will contain the system-defined data irrespective of your permissions. The same result will be applicable to the Schedule Reports.
When you are running report based on permission aware BP data sources, and the permission aware reports are created based on BP data sources, then:
- The data in the report will be based on the permissions of the user who is running the report. That is to say, the data sources only returns data that the user has permissions to see through the user interface. This is based on records returned, and the user will be able to see data that is in hidden blocks or hidden tabs.
- If you are running a permission based report, and you do not have access to the data for the BP data source, then the report output will be blank.
- In case of Scheduled Reports, the data returned will be based on the permissions of the user who is creating the report.
- The permission restriction is applicable to the first level of data source, only.
Example
User One and User Two are Unifier users.
User One has permission to access the Meeting Minutes BP, but User Two does not have permission to access the Meeting Minutes BP.
The Meeting Minutes BP log has a column that refers to an Action Items BP.
User One does not have permission to access the Action Items BP.
When User One creates and runs a report on the Meeting Minutes BP, User One will be able to see the data related to Meeting Minutes BP as well as the column data which references the Action Items BP.
When User Two creates and runs a report on the Meeting Minutes BP, User Two will see a blank report.
- For a Company-level UDR, if the access permission to data goes across the projects, then you will be able to view the data for BPs based on permission levels present for those BPs across the projects.
When user is running report based on permission aware Document Manager data source
- When running such a report, data will be seen based on user who is running report ie data sources only return data that the user has permissions to see. The folder and document level permissions when present will also be taken into consideration