> ## Documentation Index
> Fetch the complete documentation index at: https://docs.activeviam.com/llms.txt
> Use this file to discover all available pages before exploring further.
# How to manage report access
> 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.
## What is required before changing access?
* Administrative access to the intended organization.
* An active target account in the same organization.
* The complete intended list of permitted reports.
* Approved row-filter criteria, when restrictions are required.
The report must already be available to the organization.
This procedure does not add a report product or definition to the organization.
## What does an empty permission list mean?
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.
## How to permit a report without a row filter
Use this procedure only when the account can access report rows without a mandatory filter.
1. Open **Admin**.
2. Select the target account in **Users**.
3. Verify the name and email in the selected-user summary.
4. Select **Report Access**.
5. Locate the intended report.
6. Select **Permission** on its row.
7. 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.
## How to apply a row filter
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.
1. Open **Admin**.
2. Select the target account in **Users**.
3. Select **Report Access**.
4. Select **Permission** or **Edit** on the intended report row.
5. Select **Create New Filter** if no filter exists.
6. Keep **Simple** selected when creating a new single-condition filter.
7. Select the required **Column Name**.
8. Select the required **Operator**.
9. Enter the approved **Filter Value**.
10. 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.
## What does Row Restrictions control?
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.
## How to remove a report permission record
**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.
1. Open **Admin**.
2. Select the target account in **Users**.
3. Select **Report Access**.
4. Check all existing report permission records.
5. 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.
## What else can prevent report access?
Check [portfolio and book access](./portfolio-access) and [market-data access](./market-data-access).
A permitted report can still lack required input resources.
For reusable presentation sharing, see [Share a report view](../../user-guide/login-and-start/share-reports).