Overview
You can manage who can view, create, and edit reports. Set your permissions so sensitive report information like payroll, invoicing, and revenue is only accessible to those who need it. You can set permissions by company role or individual employee.
Who uses this feature
Administrators
Things to know
There are two types of reports permissions: view and edit. View access lets you see and run a report. Edit access lets you edit and save a report.
You can set report permissions by assigned company role or individual office employee. For example, everyone assigned a Dispatch role has access to a set of reports, but you can enable additional reporting permissions for a specific dispatcher.
If you create a custom report, you always have access to that report, regardless of future reporting permission changes.
You can also set reporting permissions in bulk.
You can grant office employees access to the Reporting Permissions screen by enabling the Allow editing of reporting permissions permission. For more, see Set reports-related office employee permissions.
How reporting permissions work
To run built-in reports—reports created by ServiceTitan—you need View permissions for the report template it’s based on.
Note: To run custom reports, sharing permissions must also be enabled by the report creator.
For example, Call Center Performance by CSR is a built-in report based on the Office Performance report template. It’s in the Operations category on the All Reports screen.
To run the report, you need permissions enabled for the report template the report is based on:
View permission for the Office Performance report template allows you to see and run reports based on that template.
View permission for the Marketing section allows you to see and run reports in that section.
Note: Categories permissions are only required for Legacy reports. You do not need to set these for Reports 2.0 reports.
Set reporting permissions by company role
Go to the navigation bar and click Settings
.In the side panel, go to Operations > Reporting Settings.
On the Dashboard and Reporting Settings screen that opens, click the Reporting Permissions tab.
Click Edit for the role whose permissions you want to set.
Set permissions for the employee:
In the Report Templates tab, select the templates you want the employee to view or edit:
View: See and run reports based on that template
Edit: Create and edit reports based on that template
Tip: Click View All or Edit All to select all templates. Click View None or Edit None to deselect all templates.
In the Legacy Report Categories tab, select the categories you want the employee to view.
Note: Categories permissions are only required for Legacy reports. You do not need to set these for Reports 2.0 reports.
(Optional) To apply these permissions to existing employees in that role, select Update existing employees’ reporting permissions. Otherwise, these permissions apply to employees assigned to that role after you save your settings.
When you’re finished, click Save.
Set reporting permissions for an individual
Go to the navigation bar and click Settings
.In the side panel, go to Operations > Reporting Settings.
On the Dashboard and Reporting Settings screen that opens, click the Reporting Permissions tab.
Click Edit for the employee whose permissions you want to set.
Set the default permissions for the role:
In the Report Templates tab, select the templates you want the employee to view or edit:
View: See and run reports based on that template
Edit: Create and edit reports based on that template
Tip: Click View All or Edit All to select all templates. Click View None or Edit None to deselect all templates.
In the Legacy Report Categories tab, select the categories you want the employee to view.
Note: Categories permissions are only required for Legacy reports. You do not need to set these for Reports 2.0 reports.
When you’re finished, click Save.
FAQ
Where do I set reporting permissions?
Reporting permissions are managed separately from office employee permissions. Go to Settings > Operations > Reporting Settings. On the Dashboard and Reporting Settings screen, click the Reporting Permissions tab.
Why can’t I run my co-worker’s report even though I have the correct reporting permissions enabled?
For custom reports, the report creator controls who has access to it. Contact the report creator and ask them to add you to their report’s sharing settings.
Why can I edit columns in some reports and not others?
You may not have edit access for all the reports you have view access for. To edit columns in a report, you must have edit permissions enabled for the:
Report template the report is based on
Category the report is listed under on the All Reports screen
Note: Category permissions are only required for legacy reports categories (not Report 2.0 categories)
For custom reports, edit permissions must also be enabled by the report creator.
Contact your account administrator to enable the proper reporting permissions.
Do reporting permissions also apply to custom dashboards?
Yes. You can only create custom dashboards with report templates you have edit reporting permissions enabled for.
If you do not have view permissions for a report template, custom dashboards based on that template appear blank.
When I try to share a custom report I created, why can’t I find my co-worker in the Sharing tab?
If your co-worker does not have reporting permissions enabled for the report category and report template of your custom report, you cannot share it with them.
Contact your account administrator to enable the proper reporting permissions.
As an administrator, why can’t I access the sharing settings of custom reports created by other office employees?
Administrators can access sharing settings for a custom report only if the report creator has shared the report with the administrator.
Why can't I access a report I previously had access to?
If you previously had access to a custom report but can no longer access it, the sharing settings for that report may have changed. Custom report access is controlled by the report creator through sharing settings. Speak to the report creator to see if they can add you back to the sharing settings.
Want to learn more?
Visit ServiceTitan Academy to enroll in Navigating Reports