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Article Goal
Learn how to use the Download for Role feature in WebReports to allow specific roles to access a report export. Unlike the standard Download button, this feature shares the completed report with users in the assigned role, not just the person who executed the report.
Why Use Download for Role?
This feature provides a flexible way to deliver reports to groups rather than individuals. The Download for Role function generates a downloadable report that is shared with everyone assigned the selected role. This eliminates the need to re-run the report for each user and ensures consistency across recipients.
Tip: Use Download for Role when you want multiple users with the same role to access a completed report export, without requiring each of them to run the report themselves.
Where Can You Download for Role?
The Download for Role button is located on the Available Reports page within the Reports tab of the WebReports navigation bar.
How to Use Download for Role
Step 1: Open the Available Reports Page
Make sure you are on the Available Reports page under the Reports tab.
Step 2: Enable Roles
Click on the Roles button at the top of the Available Reports page.
Step 3: Choose the View
Select the View you want to download and note the Role listed in the Role column. This is the role that will have access to the completed export.
Note: Views configured as Visualize do not have the Download or Download for Role options.
Step 4: Click Download for Role
Click the Download for Role button for the selected View.
If the View has parameters, enter them when prompted.
Step 5: Select File Type
Choose the export format from the available file types:
XLSX
XLS
PDF
DOCX
- PRNX
- CSV (comma/pipe/tab)
Enter parameters (if required), then confirm.
Step 6: Wait for Confirmation
You’ll see a notification at the bottom of your browser once the report is successfully queued for download.
Step 7: Go to the Completed Page
Navigate to the Completed page in WebReports.
Step 8: Access the Export
Any user with the assigned role will now be able to:
View the parameters used
Download the report in the selected file type
Example: If XLSX was chosen, all users in the role can download the report as an .xlsx file.
Article Summary
The Download for Role feature in WebReports empowers users to run a View and automatically make the results accessible to anyone with a specific role. This is especially useful for teams or departments that need shared access to reports without duplicate executions. Once the report finishes processing, all users in the assigned role can access the completed file in their Completed page and download it in the chosen format.
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