Restricting the Users in my Reports

Many reports that track user participation and progress allow viewers to adjust the scope of users displayed. They can choose to view all users in the system, their extended team (including both direct and indirect reports), or only their direct reports. This scope can be configured either through the user’s reporting preferences or directly within each report.

Imagine the following scenario. Five employees report to a Director, and the Director reports to a Vice President. In this case, the five employees report directly to the Director, but indirectly to the Vice President. So if the Vice President were to select "Only users who report directly to me", he/she would only see the Director in the report. If the VP selected "All users who report to me (directly or indirectly)", also referred to as the “extended team”, he/she would see the Director and the 5 employees for a total of 6 users in the report.

Step-by-step Guide

To set your default preference for which users are displayed in your reports:

1. Go to User Menu > Preferences

2. Click on "Reporting Preferences"

3. Select an option from the "View" pulldown menu to specify which users you want to see in the reports

4. Click on "Save changes"

Once saved, all reports that leverage the reporting preferences, including reports being emailed to you, will only display users as per your preference

To change the scope of users displayed when viewing a report:

1. Go to the report in question

2. Toggle the “Show my extended team” switch in the report

   1. System Administrators, System Coordinators, and users with permission to view all users in the system will see a dropdown menu instead of a toggle switch.

Important Notes

• The "Reporting Preferences" section is only visible if you have the ability to report on other users (e.g. System Administrator, System Coordinator or Supervisor roles)

• The options in the "View" pulldown menu depends on your permissions:

  • Supervisors can select "Only users who report directly to me" or "All users who report to me (directly or indirectly)"

  • System Administrators also have the option to select "All users in the system"