This article provides a step-by-step guide for System Administrators or Superusers on how to set up permissions required for Report View-Only Access:
Granting the Reports permission within a user's role.
Specifying the Locations and Departments from which the user can view data.
Granting this access is a two-part process that ensures users can see the reports but cannot perform actions like approving or creating items based on the report data.
Part 1: Granting the Reports Permission
The first step is to customize the user's permissions to allow them to view reports.
Head into Settings: In the Procurify platform, navigate to the Settings gear icon in the top right corner.
Select Manage Users: In the left-hand navigation menu, click on Manage Users.
Select the User: Scroll or use the search bar to find the user you wish to grant view-only report access to, and click on their name.
Customize Permissions: Under the Roles and Permissions section, click the three dots icon on the right, and select Customize Permissions.
Note: This process overrides the default permissions of the user's assigned role.
Locate Reports Permission: Scroll down to the Reports section.
Toggle Access:
To allow the user to view ALL reports, click the checkbox to the right of the main Reports heading to toggle ALL permissions on.
Alternatively, if you want the user to only view specific reports (e.g., just the Spend Report), select only the checkbox associated with that specific report type (e.g., View Spend Report).
Click Submit to save the changes to the user's role permissions.
Part 2: Defining Report Access by Location and Department
Granting the report permission in Part 1 only allows the user to open the Reports module. You must complete this second part to define which data (based on Location/Department) the user can actually see within those reports and export them.
Head back into Settings: In the Procurify platform, navigate back to the Settings gear icon.
Select Report Access: In the left-hand navigation menu, under the Manage Access tab, click on Report Access.
Identify Location: On the top right, locate the dropdown menu labeled Location.
This dropdown menu allows you to specify which Location the data permissions will apply to.
Select Department(s):
Select the specific Department(s) you want the user to have view access for.
Alternatively, click Select All Departments to grant access to all departments under the chosen Location.
Add User: In the text field, begin typing the user's name. Select the correct user from the dropdown list.
Click Add to grant the user report view access to the selected department(s).
Repeat Steps 3-6 for any other Locations the user needs to view data from.