Report definition permissions and row filters in the Admin console, with organization administrator exceptions and the effect of saving the first permission or removing the last permission
Applies to Admin → Report Access for a selected active user.Report permissions control the report definitions available to an account.
Optional filters restrict result rows for an individual report.
These controls are separate from saved-view sharing and portfolio permissions.
Without explicit report permission records, default organization report availability applies.
For roles below organization administrator, saved records determine the available report definitions.
A record can permit a report without adding a row filter.Organization administrators and higher roles can request unlisted reports by name.
Opening an existing report run by its ID still requires a matching record when explicit permissions exist.
Verify administrator access through the same workflow used by the affected account.
State
Meaning
No explicit records
Default organization report availability applies, subject to other access checks.
One or more records
Recorded definitions form the permitted list for roles below organization administrator.
No Restrictions
No row filter is saved for that report. Other access requirements still apply.
Restrictions Applied
A row filter is saved for the report.
Invalid Filter Saved
The saved filter requires review before relying on access behavior.
No Access
The report is outside the explicit permitted list. Organization administrators and higher roles can still request reports by name.
Saving the first permission record can make other reports unavailable.
Prepare the complete intended report list before changing these permissions.
Use this procedure only when the account can access report rows without a mandatory filter.
Open Admin.
Select the target account in Users.
Verify the name and email in the selected-user summary.
Select Report Access.
Locate the intended report.
Select Permission on its row.
Select Save without Column Restrictions when no filter is configured.
Verify that the report appears under Accessible Reports with No Restrictions.
Check the other reports after saving the first record.
Repeat the procedure for each additional report intended for the account.
For an existing Advanced filter, preserve its structure and edit the intended condition.
Switching an existing Advanced filter to Simple discards the compound filter structure.
Conditions can be lost when the converted filter is saved.
Confirm the complete intended rule before changing filter modes.
Open Admin.
Select the target account in Users.
Select Report Access.
Select Permission or Edit on the intended report row.
Select Create New Filter if no filter exists.
Keep Simple selected when creating a new single-condition filter.
Select the required Column Name.
Select the required Operator.
Enter the approved Filter Value.
Select Save.
Verify that the report shows Restrictions Applied without Invalid Filter Saved.
Reopen Edit to check the complete stored filter.
Validate the intended visible rows using an approved test account and representative report.Advanced combines conditions with Any or All.
Any accepts a match to either condition; All requires every condition in that group.
Use Add New Filter to add conditions within a group.
Review the complete expression before saving.These administrator restrictions differ from ordinary result-grid filters.
Changing a report’s presentation does not grant access to restricted rows.
The selected-user summary can show Optional Restrictions or Restrictions Required under Row Restrictions.
These settings affect supported restricted workflows for configured organizations and applicable account roles.
With report permission records present, required filters can prevent access to another user’s report run without a configured filter.
Optional Restrictions does not delete existing filters or grant access to underlying resources.Changing this setting submits immediately; it has no separate confirmation step.
Review every intended report before selecting Restrictions Required.
Confirm the applicable organization and report behavior before relying on this setting.
The control is unavailable for administrator roles in this interface.
Remove submits immediately.
Removing the last record restores default organization report availability.
Do not use an empty record list to deny access to every report.
Open Admin.
Select the target account in Users.
Select Report Access.
Check all existing report permission records.
Select Remove on the intended row only when the resulting access is intended.
Verify the refreshed Accessible Reports and Inaccessible Reports groups.
If other records remain, the removed report leaves the explicit permitted list.
If no records remain, default availability returns.
Verify the affected account’s report access separately.
