Giving Users Report Builder Access

What is Report Builder Access?

Many organizations want to restrict who can create and edit reports. With report builder access, Watershed allows you to control which users can see the report builder and therefore create and edit reports.

Who can use these features?
 User Types
Only Admin users can control report builder access.
 Pricing 
Available on paid plans (AnalystCLO, and Enterprise).
 Expertise
Intermediate and Expert users can use these features.

Giving Groups of Users Report Builder Access

The report builder is available to all Admins. Other user types do not have access to the report builder, but an Admin can grant access using the Report Builder page in Settings. To control report builder access for groups of users:

  1. Go to the Report Builder section of the Settings page:
    reportbuildersettings.png
  2. To control a group of user's report builder access, search for that group's name on the Group Access tab:searchforgroupreportbuilderaccess.png
  3. Clicking the name of the group adds them to the list of groups that have access to the report builder. Users in the group might have to log out and back in or clear cache/cookies to see the report builder:pacificsalesadded.png
  4. To give every user access to the report builder, search for "All Parts of Your Organization" on the Group Access tab:allpartsreportbuilderaccess.png

Giving Individual Users Report Builder Access

The report builder is available to all Admins. Other user types do not have access to the report builder, but an Admin can grant access using the Report Builder page in Settings. To control report builder access for individual users:

  1. Go to the Report Builder section of the Settings page:
    reportbuildersettings.png
  2. To control individual user's report builder access, search for that person's name on the People Access tab:sandareportbuilderaccess.png
  3. Clicking the name of the person adds them to the list of people that have access to the report builder. Users might have to log out and back in or clear cache/cookies to see the report builder:sandagotaccess.png

Report Builder Advanced Filters

There are two advanced options that can be added to the report builder by Global Admins: Related Activities and Extensions. By default, both options are turned off. To enable these options, go to the Report Builder section of the Settings page and look for the Filters tab:reportbuilderfilters.png

 Please note: A few notes about removing permissions:

  • You should have a general understanding of xAPI and how your data is stored in Watershed before using these options.
  • When these options are turned on, they are turned on for every user in your account that has access to the report builder.

Related Activities

Related Activities is based on the xAPI concept of contextActivities. You can give your users the option to include contextActivities in their Activity filter search when using the report builder (by default, the Activity filter search only searches object.id). For example, contextActivities can be used to store information about a quiz. Each question in the quiz would have it's own object.id, but they would be linked to the overall quiz using contextActivities. To enable this option, click the Show Related Activities option in Activities filter option in the Filters tab of the Report Builder page:relatedactivities.png

Once the option is on, every user that has access to the report builder will see Include Related Activities in the Activities filter:includerelatedactivitiesinreportbuilder.png

By default, this option is not checked for your users. You can change that by choosing Include Related Activities by default on the Report Builder page in Settings:includebydefault.png

Using Related Activities

When the Include Related Activities option is turned off, the search bar in the Activities filter in the report builder will look for statements that include the selected Activity ID in the each statement's object.id. This is the default for all accounts.

When the Include Related Activities option is turned on, the search bar in the Activities filter in the report builder will look for statements that include the selected Activity ID in any of the following parts of each statement:

  • object.id
  • context.contextActivities.parent
  • context.contextActivities.grouping
  • context.contextActivities.category
  • context.contextActivities.other

Extensions

The Extensions filter is based on the xAPI concept of extensions. Some data that doesn't fit into the actor/verb/object pattern is stored in extensions. You can give your users the option to create a report filter in the report builder that looks at different extensions within your xAPI statements. Extensions can be found on the following parts of an xAPI statement:

  • context.extensions
  • object.definition.extensions
  • result.extensions
  • context.contextActivities.parent.extensions
  • context.contextActivities.other.extensions
  • context.contextActivities.grouping.extensions
  • context.contextActivities.category.extensions

To enable the Extensions filter option in the report builder, click the Show Extensions filter option on the Filters tab in the Report Builder section of the Settings page:showextensionsfilter.png

Once the option is on, every user that has access to the report builder will see an Extensions filter:extensionsinreportbuilder.png

Using the Extensions filter

In order to see the Extensions filter in the report builder, an admin must first enable it.

To filter extensions data in the report builder:

  1. Open the Extensions filter in the report builder by clicking Extensions and then click Add Extension:addextensions.png
  2. The Add Extension option will open. Search for the extension field name you want to filter by. Note that you can retrieve a sampling of extension fields by entering "*" into the search bar:searchingfordowntime.png
  3. Then search for the value for the field you'd like to filter by. Note that you can retrieve a sampling of values by entering "*" into the search bar:downtimeis1.png
  4. Once you select that value, a filter will appear for that value for that field name. You can then search for additional values for that field name by searching for additional values. if you don't want to search for additional ones, click the X at the top right corner of the Edit Extension option:clickthatxextension.png
  5. The filter you chose will now be shown in the Extensions filter section of the report builder.downtimeinreportbuilderyaya.png

Edit existing filters by clicking Edit. Add additional filters by clicking Add Extension. Delete existing filters by clicking Delete.alltheotheroptions.png

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