Who can access Custom Report Writer reports and fields?

To create your own custom reports or edit reports shared with you, you will need the School: General Admin: Export Data permission.

Access to data in the Custom Report Writer is based on a user's permissions. This means you are able to regulate what data they can see in order to safeguard your students and staff. Certain types of data may be restricted for some staff members without the correct permissions. For example, if you are unable to view Child Protection Status on any student profiles, you won't be able to see it on the Custom Report Writer.

You can view the permissions needed to report on each thing in Arbor by going to School > Users & Security > Access Control > Permissions. If you need to give someone permission to create reports or report on certain items, you can follow these instructions.

Access

For example, if you have the Child protection status: View all students permission, you will be able to see all the information in the Child Protection Status field of a relevant report.

If you do not have the correct permissions to access a field, you can still view the report, but the field will be redacted. For example, the user accessing the report below does not have the Child protection status: View all students permission.

If you only have a My Students permission rather than the full All Students permission, you will be able to view a report, but the field will be redacted for all other students. For example, if you have the Child protection status: View my Students permission but not the Child protection status: View all students permission.

Filtering

If you only have a My Students permission and try to filter a report using data you do not have the permission to access for all students contained in the report, access will be denied. For example, if you have the Child protection status: View my students permission and try to filter a report regarding all students by Child protection status, you will be denied access to the saved report.

The same applies to grouping, ordering and collating by data you do not have access to.

You can filter a report to only show students managed by you (My Students), by filtering to show only your classes where you are the lead tutor, then filtering by the data you wish to see.

How does this impact sharing reports?

Data is viewable in each report depending on whether it is shared within the MIS or in an external email. 

• Via Arbor - The recipient will only be able to see the data they have permission to view.
• Via email - The recipient will only be able to see the data that the sender had permission to view.

Sharing in the MIS

In this process, the report itself doesn't change - just the content that is displayed for each user.

For example, I have the Child protection status: View my students permission, so my example report has some information redacted.

I am sharing my report with the head teacher by clicking the share button in the top right of the screen. In the slide over, I choose who the report will be shared with and whether they can View or Edit the report.

If I click the Share Report button, the report will appear in the head teacher's list of reports.

When they view the report, they will see all fields they have permission to access.

Sharing by Email, and scheduling

When sharing by email or scheduling a regular report, the permissions the sender or scheduler has will determine what the recipient can see.

In the example below, because the sender cannot view these fields, the recipient also cannot view them even if they have the permission to view this information in Arbor. 

For scheduled emails, the fields in these reports will show as blank: Email containing a blank Custom Report

Custom Report Writer Superuser

Superuser access allows you to access all custom reports, even if they haven't been shared with you. You can see how this works and how to give access here: Custom Report Writer Superuser