Sharing Favorites Reports: How It Works

Sharing Favorites Reports: How It Works

Custom reports allow you to personalize report layouts and save them for future use. You can also share your report setup with other users, making it easier for teams to access commonly used reports while still maintaining data security.

What Is a Custom Report?

A custom report is a report that you have tailored to your needs by adjusting items such as:

  • Displayed and hidden columns
  • Report layout
  • Filters
  • Sorting options
  • Grouping preferences

Once configured, you can save the report and quickly access it again from your Favorites section.


Sharing a Custom Report

If you want other users to use the same report configuration, you can share the report.

To Share a Report

  1. Create a report.
  2. Execute & run the report
  3. Click on Save Report to Favorites.
  4. Enter a report name.
  5. Tick and share rport toggle
  6. Save the report.
       


Once shared, the report becomes available to other users who have permission to access:
  • The Reports page.
  • The specific report category where the report was created.

Example

If a report is shared within the Timesheet & Attendance Reports category:

  • Users with access to Timesheet & Attendance reports can view the shared report.
  • Users without access to that category will not see the report.

Understanding Data Security in Shared Reports

A shared report makes the report design available to other users. It does not grant access to additional data.


What Gets Shared?

The following report settings are shared:

  • Report layout
  • Selected columns
  • Hidden columns
  • Filters
  • Sorting and grouping options

What Does Not Get Shared?

The following are controlled by each user's security profile and are never overridden by sharing a report:

  • Employee access
  • Team access
  • Site access
  • Organizational permissions
  • Data visibility restrictions

How Security Profiles Affect Report Results

Every user belongs to a security profile that determines what information they can access.

Depending on the security profile, a user may have access to:

  • All sites or specific sites only
  • All employees or specific employee teams only
  • Additional reporting permissions defined by the organization

Because of this, two users opening the same shared report may see different results.


Example Scenario

User A

Permissions:

  • Access to all sites
  • Access to all employees

User A creates and shares a Timesheet & Attendance report showing all employees across the organization.

User B

Permissions:

  • Access to Site A only
  • Access to Team X only

When User B opens the same shared report:

  1. The report layout appears exactly as designed by User A.
  2. The same columns, filters, and formatting are applied.
  3. The report is available because User B has access to the Timesheet & Attendance report category.

❌ User B cannot see employees outside Team X.

❌ User B cannot see data from other sites.

The report results are automatically limited to the data User B is authorized to view.