Summary (TL;DR): Configure user permissions to grant access to the Reports module and define exactly which financial data they are authorized to view and export based on their location and department.
Prerequisites
You must have Superuser permissions or a custom role with access to manage users and reports.
The target user must already exist in your Procurify domain.
Note: Superusers automatically have global access to all reports. The following steps are only required for standard users.
Part 1: How to Grant the Reports Permission
The first step is to customize the user's base permissions to allow them to open the Reports module. This ensures they can see the reports without performing actions like approving or creating items.
Navigate to Settings on the left-hand navigation bar.
Select Manage Users.
Search for the specific user and click on their name to open their profile.
Navigate to the Roles & Permissions tab.
Click the More Options (three dots) icon and select Customize Permissions (or Edit permissions).
Note: Customizing permissions overrides the default settings of the user's assigned role.
Scroll down to the Reports section.
Configure the access level:
To grant access to all reports, select the checkbox next to the main Reports heading.
To limit access, select only the specific checkboxes you want them to see (e.g., View Spend Report).
Click Submit (or Apply) to save the changes to the user's profile.
Part 2: How to Define Data Visibility 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 step to define which data the user is authorized to view.
Navigate back to Settings.
Under the Manage Access section, select Reports Access.
Locate the Location dropdown menu in the top right corner and select the applicable location.
Select the specific Department(s) on the left-hand side you want the user to view. You can also click Select all departments to grant full access under the chosen location.
Enter the user's name in the text field and select them from the dropdown list.
Click Add to grant the user report view access to the selected departments.
Alternative Method: How to Assign Global Report Access
If a user requires visibility into all financial data across the entire organization, you can assign them to all locations and departments simultaneously.
Navigate to Settings > Reports Access.
In the top-right corner, click the Location dropdown and select All.
In the text field, enter the name of the user you wish to assign.
Click Add, then click Submit.
The user now has visibility into report data for all active locations and departments.
Important Notes
Manual Updates Only: Modifying report access parameters must be done manually within the platform. You cannot assign or update Reports Access in bulk using the CSV import tool.
Custom Categories: Your domain may use custom organizational categories. The terms "Location" and "Department" may be labeled differently in your workspace (e.g., "Office" or "Project").