Manage user access to a report

Every report needs one clearly responsible person – and sometimes a few additional colleagues who may work on it. You control both directly on the report’s detail page, using two side panels in the quick access area.

Prerequisites

• You have permission to edit the report (edit permission).
• You are on the detail page of the report in question.
• Case workers can only be assigned if they are also assigned in the “Affiliation” section of the relevant organisation.

Assign the main user

The main user is the person mainly responsible for processing the report and receives notifications about it.

1. Open the report’s detail page.
2. In the quick access area, click the menu icon next to the “Main user” entry. The “Main user” side panel opens, with the note “Main users receive notifications about this report.”
3. In the “Main user” field, select a person from the list of available users.
4. Click “Save”, or click “Cancel” to close without changes.

The change is recorded as an entry in the “Activities and Messages” tab, for example Processor changed from 'No processing person' to 'Olga Dauner'.

Add additional authorised users

Access to reports is tightly restricted for confidentiality reasons. The second panel lets you assign individual case workers deliberately, without unnecessarily widening the circle of people with access.

1. In the quick access area, click the menu icon next to the “Additional users” entry. The “Additional users with access to this report” side panel opens.
2. In the “Case worker” section, activate the checkboxes of the persons who should receive access in the table.
3. If needed, expand the “Administrators and ombudspersons” section. It shows, for information, which persons automatically have access due to their role and affiliation. This assignment is automatic and cannot be changed here.
4. Click “Save”, or click “Close” to close without changes.

The added case workers gain access to the report and see it in their report overview from then on.

Practical tips

• Assign the main user as early as possible: clear responsibility ensures that every report is reliably processed and that deadlines are not overlooked.
• If a person is missing from the “Case worker” section, check their “Affiliation” in the organisation first – without it they do not appear for selection here.
• Only add additional users who actually work on the case – confidentiality depends on keeping the circle as small as possible.