Reporting 2.0 Permissions

There are two reporting models: Reporting 2.0 Granular Permission Model and Reporting 2.0 Report Level Permission Model. The granular model is more complex and can sometimes be confusing, as it can be difficult to understand which permissions and constraints apply to which reports, and which need to be assigned to users to allow them to see the appropriate reports and data. For customers with less complex reporting needs, the Reporting 2.0 Report Level Permission Model provides a simpler option. Customers can choose whether to keep the granular permission model, or to migrate to the report level permission model.

Granular Model vs. Report Level Model Overview

  • Reporting 2.0 Granular Permission Model
    • Provides customers a lot of flexibility 
    • Allows for complex permission configurations
    • Hundreds of permissions
  • Reporting 2.0 Report Level Permission Model
    • Two permissions per report type: View and Manage
    • Each Report type permission has its own set of constraints
    • A user having permission for a report type can see any reports shared with them that match the report type

Granular Permission Model

The granular model uses the Reporting 2.0 permissions to allow you to create more specific reports by report field. For this reason, permissions are at more of a granular level with this functionality.

The permissions are broken down by the main product level permission, section level, and then at the field level. For example, if you wanted to report on Instructor Led Training (ILT) in the system, you would need:

  • The Reporting - Manage permission to create reports.
  • The Reporting - View permission to preview reports and view reports.
  • The top-level product specific permission to create reports related to that product.
    • e.g. Reporting - Learning - Manage
  • The section specific permission to create reports for that feature within the product.
    • e.g. Reporting - Learning - ILT - Manage
  • The field level permissions to be able to create reports with the specific fields for that feature within the product.
    • e.g. Reporting - Learning - ILT - ILT Facility - Manage

If a user does not have each level of permission, then they may not have access to the report builder, or the section may not be visible, or the fields within the section may not be visible. Also, if a user does not have the top-level product permission, then none of the fields for that product will be visible, such as the fields for LMS reports.

The power of this granularity of permissions is that you can give access to as many or as few fields as necessary for your users. For example, you may give users access to the User section but not give them access to the User Identifier section if that contains sensitive data for your portal.

If a user has all relevant permissions, but the corpsetting for a particular area is set to FALSE, any fields related to that section will still appear blank in a report. An example where this could occur is SCORM 2004 quiz data.

Note: When a user has a top-level, section, or field level permission, it is not necessary to also assign the Reporting - Manage or Reporting - View permissions since the more granular product specific permissions will give the user access to Reporting 2.0.

Note: Due to sensitivity, users who need to report on Gender, Ethnicity and Grade information, would need the following permissions in addition to the reporting permissions:

  • For Gender: User Upload - Gender
  • For Ethnicity: User Upload - Ethnicity
  • For Grades: View Grades

List of Permissions

For the full list of permissions and their relationships, see the permissions spreadsheet in Online Help.

Permission Constraints

Constraints exist at the section level for permissions. The following constraints are available:

  • OU
  • User’s OU
  • User Self and Subordinates
  • User’s Direct Report
  • User
  • Learning-specific constraints:
    • Provider
    • Training Item
    • Training Type
  • Requisition-specific constraints:
    • User's Division
    • User's Position
    • User's Location
    • Division
    • Position
    • Location

Report Level Permission Model

The report level permission model is ideal for customers with less complex reporting needs, and allows the ability to quickly grant access by report type, similar to what was available with Custom Reports.    

Switching to this model is optional and customer can opt in by using migration options and validation tools.

New Permissions for Report Level Permission Model

There are new permissions for the report level model, listed here:

View Manage
Reporting - Compensation - CompensationReport - View Reporting - Compensation - CompensationReport - Manage
Reporting - Connect - CommunityReport - View Reporting - Connect - CommunityReport - Manage
Reporting - Connect - ConnectCommunitiesReport - View Reporting - Connect - ConnectCommunitiesReport - Manage
Reporting - Connect - ConnectReport - View Reporting - Connect - ConnectReport - Manage
Reporting - Connect - TopicReport - View Reporting - Connect - TopicReport - Manage
Reporting - Core - CapabilitiesReport - View Reporting - Core - CapabilitiesReport - Manage
Reporting - Core - MultiModuleReport - View Reporting - Core - MultiModuleReport - Manage
Reporting - Core - UserReport - View Reporting - Core - UserReport - Manage
Reporting - Engage - EngageResponseReport - View Reporting - Engage - EngageResponseReport - Manage
Reporting - Extended Enterprise - TrainingUnitDistributorReport - View Reporting - Extended Enterprise - TrainingUnitDistributorReport - Manage
Reporting - Forms - FormsReport - View Reporting - Forms - FormsReport - Manage
Reporting - Form Tasks - Form Tasks - View Reporting - Form Tasks - Form Tasks - Manage
Reporting - Learning - AssignmentReport - View Reporting - Learning - AssignmentReport - Manage
Reporting - Learning - CompetencyReport - View Reporting - Learning - CompetencyReport - Manage
Reporting - Learning - CurriculumTrainingReport - View Reporting - Learning - CurriculumTrainingReport - Manage
Reporting - Learning - CurriculumTranscriptReport - View Reporting - Learning - CurriculumTranscriptReport - Manage
Reporting - Learning - EvaluationsReport - View Reporting - Learning - EvaluationsReport - Manage
Reporting - Learning - PlaylistReport - View Reporting - Learning - PlaylistReport - Manage
Reporting - Learning - SubjectReport - View Reporting - Learning - SubjectReport - Manage
Reporting - Learning - TestReport - View Reporting - Learning - TestReport - Manage
Reporting - Learning - TrainingCapabilityReport - View Reporting - Learning - TrainingCapabilityReport - Manage
Reporting - Learning - TrainingFormManagementReport - View Reporting - Learning - TrainingFormManagementReport - Manage
Reporting - Learning - TrainingFormsCurriculaReport - View Reporting - Learning - TrainingFormsCurriculaReport - Manage
Reporting - Learning - TrainingPlanReport - View Reporting - Learning - TrainingPlanReport - Manage
Reporting - Learning - TrainingReport - View Reporting - Learning - TrainingReport - Manage
Reporting - Learning - TransactionReport - View Reporting - Learning - TransactionReport - Manage
Reporting - Learning - TranscriptReport - View Reporting - Learning - TranscriptReport - Manage
Reporting - NASD - NASDUserReport - View Reporting - NASD - NASDUserReport - Manage
Reporting - Observation Checklist - ObservationChecklistReport - View Reporting - Observation Checklist - ObservationChecklistReport - Manage
Reporting - Onboarding - OnboardingReport - View Reporting - Onboarding - OnboardingReport - Manage
Reporting - Performance - Check-InsReport - View Reporting - Performance - Check-InsReport - Manage
Reporting - Performance - GoalsReport - View Reporting - Performance - GoalsReport - Manage
Reporting - Performance - PerformanceReport - View Reporting - Performance - PerformanceReport - Manage
Reporting - Performance - PerformanceReviewReport - View Reporting - Performance - PerformanceReviewReport - Manage
Reporting - Performance - SharedGoalReport - View Reporting - Performance - SharedGoalReport - Manage
Reporting - Recruiting - RecruitingReport - View Reporting - Recruiting - RecruitingReport - Manage
Reporting - Resume - ResumeReport - View Reporting - Resume - ResumeReport - Manage
Reporting - Succession - JobPoolSuccessionReport - View Reporting - Succession - JobPoolSuccessionReport - Manage
Reporting - Succession - SuccessionReport - View Reporting - Succession - SuccessionReport - Manage
Reporting - Talent Pool - TalentPoolReport - View Reporting - Talent Pool - TalentPoolReport - Manage
Reporting - Development Plan - DevelopmentPlanReport - View Reporting - Development Plan - DevelopmentPlanReport - Manage
Reporting - Extended Enterprise - TrainingUnitKeyCodeReport - View Reporting - Extended Enterprise - TrainingUnitKeyCodeReport - Manage
Reporting - Learning - CertificationReport - View Reporting - Learning - CertificationReport - Manage

Resources

Reporting 2.0 - Permissions Guide

Implementation

  • Customers can leverage the Reporting 2.0 Permission Support Tool to compare permissions, constraints, and reports accessible between the granular and report level permission models. This tool is located in ADMIN > TOOLS > CORE FUNCTIONS > CORE PREFERENCES > REPORTING 2.0 PERMISSION SUPPORT TOOL
  • Customers choose to opt-in by using the Reporting 2.0 Permission Enablement Tool to migrate to the new permission model. This tool is located in ADMIN > TOOLS > CORE FUNCTIONS > CORE PREFERENCES > REPORTING 2.0 PERMISSIONS Enablement TOOLand guides customers through the process with clear documentation explaining how the permission migration takes place and which Custom or Granular Report permissions and constraints map to which Report type permissions.

There are four migration option available:

  • Manual > Enable Reporting 2.0 Report Level Permissions, but no permissions or constraints will be migrated. Roles, permissions, and constraints will be manually configured.
  • Reporting 2.0 Granular permissions and constraints > Reporting 2.0 Report Level Permissions and constraints
  • Custom Report permissions and constraints > Reporting 2.0 Report Level Permissions and constraints
  • Custom Report permissions and constraints > Reporting 2.0 Granular permissions and constraints

Considerations

  • One Reporting 2.0 permission model can be active per portal: the traditional Reporting 2.0 Granular Permission Model or the simplified Reporting 2.0 Report Level Permission Model.
  • Once a portal is shifted to the new Reporting 2.0 Report Level Permission Model, it cannot be reverted to the Reporting 2.0 Granular Permission Model.
  • Permissions and constraints are not the same in the two models, therefore users may see different data after migration. It is advised to take note of the mapping used in the migration tool and evaluate the impact upon users. There may be instances where users see more or less data following migration.
  • Constraints defined at the user level are not migrated. Constraints assigned to Custom Report and Reporting 2.0 granular permissions at the user level will need to be migrated manually by customers if they need to be maintained.

Permissions

Permissions in Reporting 2.0 are different than the permissions for Custom Reports. Custom Reports had a "Manage" permission for creating and editing reports and a "View" permission for viewing reports. This is similar to Reporting 2.0 report level permissions if users opt in, but different from Reporting 2.0 granular permissions where users need to be given multiple permissions in order to create or view reports.

It is important to be aware of the differences between permissions in Reporting 2.0 and those in Custom Reports so that users have all necessary permissions to begin using Reporting 2.0.

For more information about Reporting 2.0 permissions, see the following:

  • Permissions in Reporting 2.0 - This provides detailed information about Reporting 2.0 permissions.
  • Permissions List - This provides the list of permissions and their relationships so that you know which permissions users need to have to create and view reports.