From the Advanced Reports Management page, admins can create/manage report categories; edit user permissions to reports; and archive/delete reports as needed.
Access the Advanced Reports Management page by clicking the link in the top right corner of the Advanced Reports page.
From the Advanced Reports Management page, you may:
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Please note: Each saved report has its own permission settings that specify which admin users can access it (and which level of access they have). That said, you may not be able to see all saved reports in your database due to lack of permission. To learn more about report permissions, please click here. |
Managing Categories
View all saved reports organized by category. Categories are listed alphanumerically by category name, and the number of reports within each category is listed in parentheses.
If you have a large number of report categories, they'll be collapsed automatically (to help load this page faster). When a category is collapsed, click the name once to expand it and view all reports therein; click once more to collapse it again.
Add a New Report Category
To create a new category for saving reports under, click Add new report category.
Enter the category name and click Add category to save changes.
To edit the category name, double click the pencil icon.
Remove a Report Category
When a report category is removed, the category/all reports therein will no longer appear:
- In the list of "Saved Reports" located at the top of the Advanced Reports page
- In the list of reports to select from when adding a restriction to a form or enrollment option
- As an available category to select when saving a new report
To remove a report category and all reports therein, archive or delete it.
While deleted categories cannot be undeleted, archived categories can be unarchived if you need to use/access them again. That said, deleting is always permanent, while archiving can be temporary if needed.
Archive a Category
To archive a report, start by double clicking the pencil icon next to the category name.
Click Archive category.
Note that there are no special admin user permissions required to be able to archive an entire report category.
Archived categories can be unarchived later, if needed. Click here to learn how.
Delete a Report Category
If a category contains no advanced reports, you can delete it by double clicking the red delete button.
To delete a category that contains reports, you must remove all of the reports from the category first. To do that, expand the category and either move all of the reports to a different category or delete the reports. Once all reports are removed from the category, it can be deleted.
Manage Individual Reports
If the category is collapsed, click the category name to expand it and view the reports therein.
For each report within a category, you can:
Edit a Report Name/Assigned Category
Double click the pencil icon to edit the report name; change which category it's assigned to; or archive it.
Note that users can only edit/archive a report if they have "admin" permission to it.
Edit Permissions for the Report
Double click the lock icon to select which users have permission to the report, and if so, select their permission level. To learn more about permission levels, click here. Note that you can only edit the report permissions if you yourself have "admin" permission to the report.
Note that if a user has the Reports user permission, they cannot have their permissions to individual reports edited, so they will not appear in the permissions modal. To learn more, click here.
To edit a user's permission for multiple reports at once, user the Mass Permissions Changes feature.
View the Report Details
View your permission level to the report ("read"-only or "admin") and whether the report is being used to restrict who can see a particular form or enrollment option.
Remove a Report
When a report is removed, it will no longer appear:
- In the list of "Saved Reports" located at the top of the Advanced Reports page
- In the list of reports to select from when adding a restriction to a form or enrollment option
To remove a report, archive or delete it.
While deleted reports cannot be undeleted, archived reports can be unarchived if you need to use/access them again. That said, deleting is always permanent, while archiving can be temporary if needed.
Archive a Report
Double click the pencil icon to edit the report. Note that you must have "admin" permission to archive an individual report.
Click to archive the report. The report will then be archived within the assigned category.
Or, you can select to assign the report to a different category that's currently archived. This will both move the report into that category and archive the report as well.
Delete a Report
Double click the delete button to permanently delete a report. Note that a report cannot be deleted if it's being used as a restriction.
Also, you cannot delete a report unless you have "admin" permission to the report currently.
Manage Archived Categories/Reports
When a report/category is archived, it will no longer appear:
- In the list of "Saved Reports" located at the top of the Advanced Reports page
- In the list of reports to select from when adding a restriction to a form or enrollment option
- As an available category to select when saving a new report
View Archived Reports within an Active Category
Within an active category, click "Show archived reports..." to expand the list of all archived reports within that category.
Unarchive a Report
To unarchive an archived report, double click the pencil icon and then click the unarchive button in the pop-up window that opens.
View Archived Categories
Click "Load archived categories" to view all report categories (and reports therein) that have been archived.
Unarchive a Category
Double click the pencil icon next to the category icon.
Click to unarchive the category.
Note that the individual reports within the category will return to the original unarchived/archived state they were in before the category was archived.
Mass Permission Changes
Use the "Mass permission changes" tool to edit a user's permission to multiple reports at once.
Note that you may only edit the user's permission to reports for which you currently have "admin" permission. To learn more about permission levels, click here.
Note that if a user has the Reports user permission, they cannot have their reports permissions edited through "mass permissions changes." To learn more, click here.
For step-by-step instructions on how to make mass permission changes, please see our "Managing Report Permissions" article.
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