Restricting user access to certain reports

Administrators can restrict user access to certain reporting features or even disable selected reports entirely. Data protection 'best practice' certainly encourages organisations to minimise the flow of personal information outside of a database where possible and not to collect information for (or produce reports on) personal information that falls outside of the scope of the organisation's purposes and data protection policy.

By default, all standard ChurchSuite reports are enabled without restriction on export, printing or communication. However, Administrators can optionally disable certain reports, or prevent report export or report communication on a report-by-report basis.

Note: Report restrictions apply to all Users. It is not possible to apply granular restrictions of report exports and communications to just certain users or User Groups. The current intended functionality is to enable customer churches and charitable organisations to better manage the flow of personal data outside of their database by disabling unwanted reporting functionality where that personal data is not being collected (as governed by the organisation's purposes set out in their Data Protection policy).

To manage your organisation's report settings - logged in as an Administrator - navigate to the Reports section of each module in turn. Click Settings.

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Within the Report Settings pop-up window, for each report, set whether the report is visible (enabled) or not visible (disabled) - click the blue 'eye' icon. Disabling a report will disable that report for all other module users.

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For each report that is set enabled, you can optionally set whether to disable exporting (click the grey 'download' icon) and/or communication actions (click the yellow 'communications' icon).

Disabling report exports will hide the Download and Print report buttons on a report and prevent the report results from being exported outside of ChurchSuite (in CSV, PDF or printed format), although users can still filter and view the report results on screen, and (where applicable) add the people in the results to a Tag.

Disabling report communications will hide the Communicate actions on a report and prevent the report results from being sent to another user or contact. It will also prevent email and SMS communication actions to the people shown in the report results from the report page - although you can of course still communicate with those people from elsewhere in the platform, outside of the report - for example, from the Communication section of a module.

After saving your changes, any export and communication restrictions for a report are indicated visually in the reports section.

Any disabled reports are hidden from view and will not show in the Reports section until they are enabled again.

Administrators can click Settings in the Reports section at any time to re-enable any previously disabled reports. Please note that report setting logs are not maintained.

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