Manage report access for team members
In this guide, you’ll learn how to control access to your business reports by setting the custom permission levels for your team members, ensuring your data is secure and only shared with the right people.
How report permissions work
Insights advanced permissions settings allow you to share and manage team member access to reports and folders, ensuring that your data is secure and only available to those who need it.
There are four levels of access can be granted to your team members:
- Full access:
Can edit reports and share them with others. - Can edit:
Can edit reports but cannot share them with others. - View only:
Can view reports but cannot edit or share them. - No access:
Cannot access or view reports.
Set up report access for team members
Grant team members access to specific reports by allocating the correct permissions for each individual.
- From the main menu on the left of your screen, go to Settings.
- Click on the Team category to access permission settings.
- In the left menu panel, select Permissions to define permission levels for your workspace.
- Scroll down to Reports to set the levels of permission for reports:
- Access reporting:
Enabled: If ticked, the team member under that permission level can access your standard reports.
Disabled: If unticked, the team member under that permission level cannot access any reports. - Access new reporting & insights:
Enabled: If ticked, the team member under that permission level can access both custom and standard reports.
Disabled: If unticked, the team member under that permission level cannot access newly created custom reports, but they can still view existing reports or any created before this setting was disabled.
- Access reporting:
Share reports with team members
Share reports with specific team members, using the access levels so your data is always in the right hands.
- Fom the main menu on the left of your screen, go to Reports.
- Use the search bar at the top to enter the name or description of the report and click to open the report.
- In the top right corner of the report, click on Options and then select Share.
- From the pop-up, use the search bar at the top to search by the team member or group names.
- Click on the access level button (for example "View only") next to the team member's name, and select the access level you want to provide from the options listed:
- Full access:
Can edit and share with others. - Can edit:
Can edit but not share with others. - View only:
Cannot edit or share with others but can view. - No access:
Cannot access or view.
- Full access:
- The permission level will automatically save once selected.
FAQs
To share a specific report folder with a team member, open the folder in Reports, click on the Share button in the top right corner, and select the team member you want to give access to.
To remove a team member’s access to reports, update their permission settings by unchecking both Access reporting and Access new reporting & insights for their permission level. You can also inidvidually manage your team member report access.