In this article, we'll show you how to override the security model and enable another User access to see data within a Fixed or User-created report.
By default, the data you see within a report is governed by our security model. For example, this limits a manager's view of reports to only show their direct reports. However, there may be occasions when a User needs to report on data beyond the default visibility.
The option to override the security model would enable a Compliance Manager, for example, to report on an entire organisation, but the security model may prevent them from doing so. In that scenario, an L&D admin (who typically sees all data) can temporarily give their data visibility to the Compliance Manager to enable wider reporting.
This is also helpful for users with higher data visibility who want to delegate their reporting tasks to team members with lower data visibility.
In the sections below, we'll cover:
- Walkthrough of data visibility
- View a report using an override
- View and edit data visibility overrides
- Override statuses and actions
Walkthrough of data visibility overrides
In this video, Omar walks through setting up an override for a Fixed report:
A few additional notes on overrides:
- Overrides are always temporary and must include both a start and end date
- Both the giver and recipient are notified by email when an override becomes active or expires
- Anyone with Reporting access can share their data visibility via overrides
Example: A Manager with "view only" permissions can grant an override to a Learner, allowing them to handle team reporting during the Manager’s time off - Overrides are limited to the user’s own default visibility
Example: A Manager can only share their "manager-level" visibility with others, even if they’ve temporarily received "admin-level" access through an override
View a report using an override
If you've received a data visibility override, here's how to use it:
- Browse to the reports area:
- Find the relevant report in the reports hub, and open it. The report will initially open using your default data visibility.
- Select Change data visibility to see any overrides you've received:
- Select the User who you'd like to view the report as
View and edit data visibility overrides
Note that data visibility overrides are managed via Report details. Here's how to access the page for both Fixed and User-created reports:
- Browse to the reports area:
- Find any report in the reports hub, and select Actions
- Select Report details:
- Scroll down to the Data visibility section and override history table
Override statuses and actions
In the override history table, "Editors" can see and edit (via Actions) all overrides created by all users. Contrastingly, "viewers" can only see and edit the overrides they created.
Each override will have a Status:
- Pending - an upcoming override that is not yet active
- Active - an override that is currently in effect
- Expired - an inactive override that reached it's end date
- Revoked - an inactive override that was cancelled prior to it's end date
Actions for each override will vary by Status:
- You can cancel access for Active and Pending overrides
- You can delete Pending override records from the history table (since they never became active)
- No actions are available for Expired or Revoked overrides
- Any override that became Active cannot be deleted from the history table (for auditing purposes)
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