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Running and Delivering a Report with the Access Rights of Another User

As a rule, users can only see the objects in a report that they have permissions to View.

You can allow all users to see the same results in a report regardless of their access level or permission level on the objects inside the report. 

If you run a report with the access rights of another user with higher access (for example, the access rights of a system administrator), all the users who have permissions to View the report can see the information in the report as the user whose access rights are specified in the report builder. You can set this up for both reports that users find in the Workfront interface, or for reports that are delivered to users as an attachment to an email. 

Displaying a Report with the Access Rights of Another User

Populating the Run this Report with the Access Rights of: field ensures a report contains the same data, regardless of which user is accessing the report. The report displays as it would for the specified user. 

The users accessing the report must have at least View permissions on the report to be able to see it. 

To run a report with the access rights of another user:

  1. Navigate to the Reports area in your Global Navigation Bar.
  2. Select the report you want to display with the access rights of another user.
  3. Click Edit
  4. Click Report Settings.
  5. In the Run this report with the Access Rights of: field, start typing the name of the user that you want the report to display as, then select it when you see it in the list. 
    NOTE Users with a lower access level that are allowed to build reports do not have the ability to select a user other then themselves for the Run this Report with the Access Rights of: field. 
  6. Click Done.
  7. Click Save + Close.

IMPORTANT We do not recommend using a different user other than the logged in user for the Run this report with the Access Rights of: field, if the report contains a filter that uses a wildcard referring to the logged in user. This can create confusion for the users looking at the report, as the report displays according to what is defined in the filter. This means that the report displays differently for each user, according to the filter, and disregarding the value specified in the Run this report with the Access Rights of: field.
For more information about wildcards for user fields, see the "User-Based Variables" section in the "Wildcard Filter Variables."

Delivering a Report with the Access Rights of Another User

You can set up reports to be delivered as attachment to an email. You can set up these delivered reports to display as they display for users of a higher access level, so all users can see the same information in the delivered reports. The users who are going to see the report delivered in the email must be added to the Send to list of recipients inside the report delivery. For more information on setting up a report for deliver, see "Setting up Report Deliveries."

To deliver a report with the access rights of another user:

  1. Navigate to the Reports area in your Global Navigation Bar.
  2. Select the report you want to deliver with the access rights of another user.
  3. Click the name of the report to select it. 
  4. Click Report Actions.
  5. Click Send Report.
  6. In the Deliver this report with the Access Rights of: field, start typing the name of the user that you want the report to display as when it is delivered in an email, then select it when you see it in the list. The default is the name of the user who is building the report. 
    NOTE Users with a lower access level that are allowed to build reports do not have the ability to select a user other then themselves for the Deliver this Report with the Access Rights of: field. 
  7. Select the Format you want the report to display in the email.
  8. Click Send Now to send it immediately.
    Or click Make Repeating Delivery to schedule a recurring delivery for the report. 
    For more information about report deliveries, see "Setting up Report Deliveries."

 IMPORTANT We do not recommend using a different user other than the user who schedules the delivery for the Deliver this report with the Access Rights of: field, if the report contains a filter that uses a wildcard referring to the logged in user. This can create confusion for the users receiving the report, as the delivered report displays as it would for the user who is scheduling the report for delivery. In this case, the delivered report disregards the value specified in the Deliver this report with the Access Rights of: field.
For more information about wildcards for user fields, see the "User-Based Variables" section in the "Wildcard Filter Variables."