Managing Defined Fields in WebReports

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Article Goal

Understand how to add, edit, or delete Defined Fields in WebReports to manage dynamic user-specific data access and filtering.

What Are Defined Fields?

Defined Fields allow you to assign specific values to individual users that can be:

• Used as dynamic filters in reports (e.g., WHERE Region = @Region)

• Returned as part of the view's data, so users see only relevant records

These values are variable and are automatically injected into the report based on the WebReports user running the view.

Tip: Defined Fields are essential for role-based data visibility. You can restrict report data without maintaining multiple Views for each user or department.

Why Use Defined Fields?

• Personalize reports dynamically per user

• Apply automatic, secure filtering

• Display user-specific values in report results

• Centralize data control without updating the View design

Use Case: Assign a sales region to each sales rep using a Defined Field like @Region. Now, when a report is run, it filters data to show only customers in the assigned region—without prompting the user.

Where Do You Manage Defined Fields?

You manage Defined Fields in the Defined Fields / Users section under the Management tab of WebReports.

Managing Defined Fields in WebReports

Add a Defined Field

1. Go to the Defined Fields page under the Management tab

2. Click the Add button

3. Enter a Name, Query Identifier, and Description

4. Click Save

Tip: The Query Identifier is what you reference in VDM queries.

Learn how to assign defined fields to users

Edit a Defined Field

1. Go to the Defined Fields page

2. Click the Edit button next to the field you want to change

3. Make your changes

4. Click Save

Tip: Editing a defined field updates it everywhere it’s used—no need to reassign or recreate.

Delete a Defined Field

1. Go to the Defined Fields page

2. Click the Delete button next to the field

3. Confirm deletion when prompted

Warning: Deleting a Defined Field will remove it from all users who had it assigned. Be sure it’s no longer in use.

Article Summary

Defined Fields in WebReports provide a flexible, scalable way to personalize and secure reporting. By creating and managing Defined Fields, administrators can ensure that each user only sees relevant data—without modifying the View for each role or department. Whether you're adding new fields, adjusting existing ones, or cleaning up old entries, the Defined Fields section makes it easy to maintain control over report personalization and access.

Use Case: A manager deletes old fields no longer used in Views and updates a region filter to match new department assignments—keeping everything up to date with minimal effort.