1. SuiteAnalytics
  2. Reports
  3. Report Customization
  4. Sharing Custom Reports with Other Users

Sharing Custom Reports with Other Users

In NetSuite, any user with permissions for a report's underlying records can access a custom report. But to find it, they have to search for it or know the report URL. To make a report more accessible, you can specify an audience to share it with. The audience for your custom report can run it by going to Reports > All Saved Reports. For information, see Saved Reports Page.

This behavior also applies to the Administrator role. Users with the Administrator role are unable to see all the reports if:

Users in the audience with the Edit or Full level of the Report Customization permission can edit the custom report and save it with a new name. Only the report owner and a user with the Administrator role can edit the report and save it with the same name.

Users with the Administrator role have access to all custom reports.

Defining a Report Audience

To help people find your report, define an audience for it.

To define an audience for your report:

  1. Click Customize in the footer of the report you want to share.

  2. On the Report Builder (or Financial Report Builder) page, click More Options.

  3. In the Audience fields, choose an audience for your report:

    You can select options from any or all of the following audience types. For each audience type below,you can select multiple options by holding down the Ctrl key.

    • Roles: You can select internal and external roles as follows.

      • Internal Roles : In the Internal Roles field, do one of the following:

        • To make the custom report available to all internal roles, check the Select All box next to Internal Roles.

        • To make the custom report available to specific internal roles, clear the Select All box and then select the internal roles from the list.

      • External Roles: To make the custom report available to specific external roles, select them from the list.

    • Departments: If you've selected any roles, you can also select departments to share your report with.

    • Subsidiaries: Select the subsidiaries you want to share this report with.

    • Groups: Select a group to share your report with.

    • Employees: Select one or more employees to share your report with. To share with all employees, check the All Employees box.

    • Partners: Select one or more partners to share your report with. To share with all partners, check the All Partners box.

  4. Click Save.

Important:

If you select both a role and a department, users need that role and must be in the department to access the report. If you select a group, employee, or partner, the user has to be in that group or be the selected employee or partner. The relationship between Audience groups can be defined as:

Audience = (Role AND Department) OR Group OR Employee OR Partner

You can select roles without selecting departments. However, if you want to select departments, you need to select at least one role.

Extending Report Permissions to your Entire Audience Using the Access Tab

Users in your audience can only run the custom report if they have permission for the standard report that it's based on. This restriction keeps you from accidentally giving access to users who don't have the right permissions.

Administrators can extend custom report access to users who wouldn't normally have permission to run it. If you're a user with the Administrator role, the More Options page includes an Access subtab where you can define the users and groups to extend access to.

Administrators can give users or roles the Granting access to reports permission so other users can view their reports. Users with Edit, Create, or Full access (above View level) can use the Granting access to reports permission and see the Access tab in the Report Builder. On the Access tab, the user can give access to others for that report.

You can select access options by using the same options described in To define an audience for your report:.

Important:

This may give access to users whose access to report data would normally be restricted. Before you extend access, make sure that your custom report doesn't include sensitive or restricted data.

For more information about permissions required for reports, see Permissions for Reports.

Related Topics

General Notices