Assigning Defined Fields to Users in WebReports

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Article Goal

Learn how to assign Defined Field values to WebReports users so reports can automatically filter data, personalize results, and enforce data visibility based on the logged-in user.

What Are Defined Field Assignments?

Defined Fields become useful when values are assigned to individual users. When a user runs a report, WebReports can use the assigned value to filter results, return user-specific information, or limit access to data.

For example:

When these users run the same report, each user only sees records associated with their assigned department.

Tip: Defined Field assignments allow multiple users to share the same report while automatically receiving different results.

Why Assign Defined Fields?

Defined Fields help administrators:

• Restrict data access by department, region, or territory
• Personalize report results automatically
• Eliminate the need for multiple versions of the same report
• Support role-based reporting and security requirements
• Simplify report administration

Common Examples

Where Do You Assign Defined Fields?

Defined Fields are assigned through the Users page under the Management section of WebReports.

To assign a value, edit the user's profile and locate the Defined Fields section.

Assign a Defined Field to a User

Step 1: Open the Users Page

1. Navigate to Management > Users
2. Locate the user you want to modify

Step 2: Edit the User

Click Edit User for the selected user.

Tip: Depending on your screen size or zoom level, you may need to scroll horizontally to view all available options.

Step 3: Open the Defined Fields Section

Locate the Defined Fields area within the user profile.

Step 4: Assign a Value

1. Select the Defined Field you want to assign
2. Enter the value associated with that user

Examples:

The value entered here is the value that WebReports will use when processing filters, database functions, and report logic.

Tip: Some database configurations may require values to be enclosed in quotes or formatted according to your database requirements.

Step 5: Save the Changes

1. Click outside the field editor if necessary
2. Click Change to save the user's updates

Understanding Assigned Values

Assigned values are passed directly into report queries and database functions when the user runs a report.

Example

Defined Field:

User Assignment:

When a report references the Department Defined Field, WebReports automatically substitutes the user's assigned value during execution.

This allows a single report to return different results for different users.

How Defined Fields Affect Reporting

Defined Fields can be used to:

Filter Report Results

Only display records matching the assigned value.

Example:

A sales representative assigned to the Northeast region only sees customers within that territory.

Personalize Report Output

Display information relevant to the current user.

Example:

Show a user's assigned department, branch, or territory within a report.

Improve Data Security

Prevent users from viewing records outside their assigned area of responsibility.

Example:

Finance users cannot see HR records because reports automatically filter data using their assigned department value.

Modifying or Removing Assignments

To update a Defined Field assignment:

1. Edit the user
2. Locate the Defined Field
3. Change the value
4. Save the user record

To remove an assignment:

1. Edit the user
2. Clear the assigned value
3. Save the changes

Warning: Removing a value may affect reports or filters that depend on the Defined Field.

Best Practices

• Use consistent values across users
• Match the data type expected by the database
• Test report results after making changes
• Document fields used for security filtering
• Review assignments regularly to ensure they remain accurate

Article Summary

Assigning Defined Fields to users allows WebReports to automatically personalize report results and enforce data visibility rules without requiring multiple versions of the same report. By assigning values such as department, region, or territory to users, administrators can create flexible and secure reporting environments that adapt dynamically to the person running the report.

Use Case: A company assigns each sales representative a Territory value. When users run a shared sales report, WebReports automatically filters the results to display only customers within their assigned territory.