Reports are now managed as individual Report object records. When viewing reports in the Reports tab, users can add these fields to the tabular view as columns, as well as utilize them in search and as filters. Users can only edit the Name, Description, and Tags fields.
Note: The Reports object is not available from Business Admin or Admin > Configuration.
For each report that you create, Vault creates a Report object record with the following fields:
| Field Name | Data Type | Description |
|---|---|---|
| Name | Text (128) | Report name. |
| Description | Text (255) | Report description. |
| Report Type | Picklist or Object | Only available for Flash Reports. Report type. The picklist only includes predefined document relationship reports. |
| Created By | Object (User) | User who created the report. |
| Last Modified By | Object (User) | User who last modified the report. Report generation also updates this field. |
| Created Date | DateTime | Date on which the report was created. |
| Created Date | DateTime | Date on which the report was created. |
| Last Modified Date | DateTime | Date on which the report was last modified. Report generation also updates this field. |
| Status | Picklist | Current status of the report. |
| ID | ID | Report object record ID. |
| Lifecycle State | Component | Current lifecycle state the report is in; this shows whether or not the report is a Flash Report. |
| Runs As | Object (User) | Only available for Flash Reports. User who ran a Flash Report. |
| Schedule | Text | Only available for Flash Reports. When a Flash Report is scheduled to run. |
| Last Ran | DateTime | Date and time the Report was last ran. |
| API Name | Text (existing) | The field name for the report. |
| Is Shared? | Yes/No | Whether or not the report is shared with other users. |
| Tags | Multi-value picklist | Any tags assigned to the report. |
| Report Type Alias | Text (Dev defined) | The alias for a report; this is only applicable for document relationship reports whose report type is not predefined. |
Configuring the Tags Picklist
Tags can assist users in sorting and filtering reports. For example, you may add tags for certain users, such as CRA, or certain applications, such as Study Startup. Users can assign these tags to reports from the Reports tab, and then filter on or search the tags.
You can add and manage report tags by adding or editing values in the Tags picklist.
Audit Logs
In previous releases, reporting actions were recorded in the System Audit History page of the Audit Logs. Now that reports are now managed as Report object records, Vault records reporting actions in the Object Record Audit History page. You can still see previous reporting audit logs in the System Audit History.
Hiding Inactive Fields in Reports
By default, Vault allows users to report on inactive fields and picklist values. To hide inactive fields and picklist values in reports, navigate to Admin > Settings > General Settings and, under Reporting, clear one or both of the following checkboxes:
- Allow inactive picklist values to be used in report filters
- Allow inactive fields to be used in reports
Limits
The following limits affect reports:
- Report labels and descriptions are no longer translatable.
- Users with the Read-Only and External license types can be assigned a Viewer or Editor role even though they cannot view reports.
Access Control for Reports
Vault uses DAC Custom Sharing Rules to manage user access and Manual Assignment to share reports. Custom Sharing Rules are limited to the following user groups:
User Groups
Vault includes System-Provided Groups that control the ability for certain security profiles to view and edit all reports:
- Report Administrators
- This group includes security profiles that are granted the right to read and edit all reports except flash reports. This group contains the System Administrators and Business Administrators security profiles, as well as custom security profiles that previously included the Reporting: Administer permission.
- Report Owners
- This group includes security profiles that are granted the right to read and edit all reports, including flash reports. Any user with the Vault Owner security profile is now added to the Report Owners group.
You can also add additional security profiles to either group.
Manual Assignments to Share Reports
Sharing reports is done through manual assignment. Users with an Owner or Editor role on a given Report record can add other users or groups to an Editor or Viewer role. Owners can also assign other users or groups to an Owner role. Users can assign roles to share a report from the report’s Sharing Settings page.
Related Permissions
The main reporting permissions are object permissions, which allow you to view, create, edit, and delete individual Report records.
Note: In Permission Sets > Tabs > Reports and Admin > Configuration > Tabs, Admins can see the Legacy Reports tab. This represents the Reports tab that was used before reports were migrated to object records. The Legacy Reports tab is hidden in Vault regardless of the View permission granted.
The following permissions now control the ability to work with reports:
Security Profile
- Object: Report: Read
- Controls ability to view reports that other users have shared with you.
- Object: Report: Create
- Controls ability to create new reports.
- Object: Report: Edit
- Controls Ability to edit any reports that you created or to which other users have given you the Editor role.
- Object: Report: Delete
- Contros ability to delete your own reports or reports to which other users have given you the Editor role.
- Application: Dashboards & Reports: Read Dashboards & Reports
- Controls ability to access reports. This also prevents Read-only Users and External Users from accessing reports, including Flash Reports sent via email.
- Application: Dashboards & Reports: Schedule Reports
- Controls ability to use the Schedule action to schedule flash reports.
- Tabs: Reporting: Reports: View
- Controls ability to see the Reports tab.