A user must be given permission to access the Verto reports located within the main Reports Area. Note: this is separate from the Power BI reports which are automatically visible to all Pro Licence users.
Report access can be granted in one of two ways via the User Profile:
- Using the ‘Access To All Reports’ checkbox in the form.
- Using the ‘Report Access’ option via the Actions Menu in the top right-hand corner of the form.
Top Tips
- The Verto standard reports all contain a User ID filter. This ensures the user will only ever have access to their own data.
- When requesting a new custom report you can ask that a User ID filter be included.
- Users can still be given access to a report without a User ID filter but then they will be able to see all data, rather than just their own.
- All Pro Licence users will see the Power BI reports as standard.
Access All Reports
The ‘Access To All Reports’ checkbox is located within the user profile and is used to grant full access to all Verto standard/custom reports. This type of report access is usually reserved for ‘super users’ such as Stage Administrators or Executives.
Standard users can also be given access to all reports. However, due to the potential for the user to run a report and see data outside their own involvements, this access should only be given after careful consideration. See ‘How to set-up and manager user accounts’ for details on how to select this option.
Advice
- Within the Verto Standard Reports' suite are two PMO specific reports - Monthly Governance Reports and User Activity Permissions. Both reports do not contain a User ID filter. As such, any user provided with access to these reports will have the ability to view data outside their specific involvements. If you are unsure whether users should see these reports we recommend managing report permissions as outlined below.
Manage Report Access
The ‘Report Access’ option can be found under the Actions Menu whilst viewing the user profile and allows the Verto Administrator to decide exactly which report folder(s) and specific report(s), the user should have access to.
The user must first be given access to the folder within which the report(s) exist. This can be done by clicking on the Allow button next to each folder. Note: The following Verto - Standard Report sub-folders will be listed:
A message will appear on-screen asking for confirmation of the selection:
Upon clicking ‘Yes’, the folder will update to display ‘Deny’ on the right-hand side. The user will now have access to that folder.
Click into the folder to see the list of reports available.
Advice
- Any reports built with a User ID filter will be listed in the folder without an Allow button. These reports are automatically accessible to the user and will only ever return data based on their involvements.
- Any reports built without a User ID filter will display an Allow button which can be used to grant the user access to that report. However, because the report doesn't have a User ID filter, should the user run the report, they will have access to all data in the site, i.e. all risk data and not just their own risks.
Click Allow against any relevant reports. The user will now have access to the folder and reports within when clicking on the Reports tab.
Remove Report Access
To remove report access simply follow the steps outlined above but instead click on Deny against the relevant reports and report folders.