Reporting Governance
Reports provide visibility into project health — document status distributions, workflow cycle times, overdue task counts, and user activity. This guide covers the governance of who can create, share, and export reports.
Report access levels
| Action | Minimum permission required |
|---|---|
| View the Reports tab | view_reports (granted by default to Reviewer, Initiator, Project Admin, Org Admin) |
| Create saved reports | view_reports |
| Share saved reports with the project team | view_reports |
| Delete shared saved reports | Creator or Project Admin |
| Export report data to Excel | view_reports |
Members without view_reports — by default, Viewer role members — cannot access reports at all. If you need to give Viewer access to reports (e.g. for client reporting), apply a Permission Override.
Who sees what in reports
Reports show data based on the member's access:
- Members with
view_reportssee data for all documents, workflows, correspondence, and transmittals in the project (including the count and status, but not the content of confidential documents) - Org Admins see organisation-level aggregated reports across all projects
Report data does not apply document-level confidentiality filtering — a report may show "5 confidential documents at Approved status" even if the viewer cannot open those documents individually. This is intentional: counts and statuses in reports are not sensitive. If you need to hide document counts from certain roles, apply a permission override to remove view_reports for that role.
Shared saved reports
Any member with view_reports can create a saved report and share it with the project team. Shared saved reports appear in the Reports tab for all project members.
Governance considerations:
- Limit the number of shared reports (aim for 5–10 well-maintained reports rather than dozens of rarely-used ones)
- Give shared reports clear, consistent names (e.g. "Weekly Document Status — Structural")
- Project Admins can delete any shared report that is outdated or misleading
Report export
Exported reports (Excel) contain the same data visible in the browser report view. Exports are not restricted beyond the view_reports permission — anyone who can view a report can export it.
Security consideration: Report exports may contain document counts, user names, and activity data. Treat exported reports as internal documents and do not share externally without review.
Available report metrics
| Metric | Description |
|---|---|
workflow_count | Number of workflow instances by status |
workflow_cycle_time | Average days from workflow start to completion |
document_count | Number of document records by status or discipline |
document_by_status | Breakdown of documents by current status |
document_by_discipline | Breakdown by discipline |
transmittal_count | Number of transmittals by status |
user_activity | Actions per member (uploads, approvals, etc.) |
overdue_tasks | Count of overdue workflow steps |
See Reports Reference for metric calculation details.
What's next
- Reports Tab — how to use the Reports interface
- Reports Reference — all metric types explained
- Permission Overrides — extend or restrict report access per role