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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 option, this feature shares the completed report with users assigned to the selected role, not just the person who executed the report.
Why Use Download for Role?
The Download for Role feature provides a flexible way to deliver reports to groups rather than individuals.
When a report is executed using Download for Role, the completed report becomes available to all users assigned to the selected role. This eliminates the need to run the same report multiple times and helps ensure users are working from the same report output.
Tip: Use Download for Role when multiple users with the same role need access to the same completed report export.
Download vs Download for Role
| Feature | Download | Download for Role |
|---|---|---|
| Available to the user who executes the report | Yes | Yes |
| Shared with other users | No | Yes |
| Available to a specific role | No | Yes |
| Generates a completed report | Yes | Yes |
| Requires multiple executions for multiple users | Yes | No |
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 Available Reports
Navigate to:
Reports → Available
Step 2: Enable Roles
Click the Roles button to display the Role column.
Step 3: Select a Report
Select the report you want to download and review the value displayed in the Role column.
The selected role determines which users will have access to the completed report.
Note: Reports configured for Visualize do not provide Download or Download for Role options.
Step 4: Click Download for Role
Click Download for Role for the selected report.
If the report contains parameters, you will be prompted to enter the required values.
Step 5: Select a File Type
Choose the desired export format.
Supported formats may include:
- XLSX
- XLS
- DOCX
- PRNX
- CSV (comma, pipe, or tab delimited)
Enter any required parameters and click Next or Finish.
Step 6: Wait for Processing
A notification will appear when the report has been successfully submitted for processing.
Step 7: Open the Completed Page
Navigate to:
Reports → Completed
Step 8: Access the Report
Once processing is complete, users assigned to the selected role can access the completed report.
Users can:
- Download the report
- Review report parameters
- Re-execute the report (if permitted)
- Delete the selected report
For additional information, see Working with Completed Reports in WebReports.
Example
A manager executes a sales report using Download for Role and selects the Sales Managers role.
Once processing is complete, all users assigned to the Sales Managers role can access and download the completed report without needing to run the report themselves.
Best Practices
- Use Download for Role when the same report output will be shared with multiple users.
- Verify the selected role before executing the report.
- Choose the appropriate export format based on business requirements.
- Use standard Download when the report only needs to be available to the user executing it.
Article Summary
The Download for Role feature allows users to execute a report and automatically share the completed output with all users assigned to a specific role. This helps reduce duplicate report executions, improves consistency, and simplifies report distribution across teams.
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