Report data access on Freshsales is determined by the scope of access for users. All users on Freshsales have one of the following permissions:
Global: Can view all records in Freshsales
Territory: Can view the records in their Territory and the ones assigned to them
Restricted: Can view only the records assigned to them
This means that data generated as part of a report will be visible only to those users who have access as part of their record associations and scope.
How does this work in practice?
To get a better idea of how this works in practice, let us look at an example:
Consider the case of three users- Rebecca, Roy, and Max
Rebecca is the VP of Sales for a firm where Roy and Max are Regional Manager and Sales Associate respectively. While Roy oversees APAC (Asia Pacific) and MENA (Middle East & North Africa), Max reports to Roy and handles the Australia region under APAC territory.
In terms of record scope on Freshsales, Rebecca has Global access, while Roy and Max have Territory and Restricted access respectively. This means that Rebecca gets to view all deals that are in the CRM. Roy and Max, however, will have their access determined by their scope.
To set a benchmark in place, Rebecca creates a report for total sales during Q3 and shares it with all users across the organization. This, however, does not mean that all users get to view the entire report data. The data generated by the report will be determined by the scope of access of individual users.
For Rebecca, the report will be generated with all deal data on the CRM as she has Global access.
Roy, however, will only be able to view the report based on all the records that fall under APAC and MENA due to his Territory access.
When Max runs the same report, the data will be generated only for Australian deals deals assigned to him as his scope is limited to Restricted access.
This scope-based access to report is also applicable to dashboards. Users will be able to view a report dashboard in part or whole based on the scope that has been granted to them.
What happens when a report is scheduled?
Data scoping rules apply for scheduled reports. Whenever the report is scheduled and sent in an email, the data generated in the report will be based on the access level of the report owner who set the schedule.