How to configure and maintain access to Reports

Managing report access is an essential task for businesses that want to ensure that only authorized personnel can view sensitive data. In this guide, we will walk you through the process of configuring and maintaining user access to reports within Flawless POS. We will also cover how to assign specific roles to reports, allowing you to control which team members can access various types of data.

You may refer to this tutorial for a step-by-step guide on how to configure and maintain access to Reports: 

https://www.youtube.com/watch?v=ZULSg52ZVfY

Step 1: Navigating to the Reports Module

To begin configuring report access in Flawless POS, follow these steps:

1. Open the Left Navigation Menu: On the main screen of Flawless POS, click on the menu icon on the left to open the navigation panel.

2. Expand the Reports Section: Once the navigation menu is open, scroll down and click on the Reports section to expand it. 

3. Select 'All Reports': In the expanded menu, click on the All Reports option to access the full list of available reports.
   
    

4. Enter Your Security Code: To gain access to the Reports Module, you’ll be prompted to enter your security code. Input your code, and the Reports Module will become visible.
   
    
   
   
   

Step 2: Accessing the Report Security Settings

Once inside the Reports Module, you'll see that each report has a Shield icon next to it, indicating its security settings. To manage access for a specific report:

1. Locate the Shield Icon: Find the report for which you want to configure access, and click the Shield icon next to its name. This will open the Reports Security Grid.
   
   

2. View the Security Grid: The Reports Security Grid displays all available reports along with their category, name, and the roles that have access to each one.
   
   

   • You can manipulate this grid just like other grids in Flawless POS. If you're unfamiliar with grid functions, check out our Data Grid Functionality Article.

Step 3: Configuring Report Access for Roles

By default, only users with Admin privileges have access to reports. However, you can change this by assigning specific roles to individual reports. Here's how:

1. Select the Report You Want to Configure: For this tutorial, we’ll use the Retail Report as an example. Open the Security Grid by clicking on the Shield Icon.
   
   

2. Add a New Role: In the Roles column of the grid, click the Plus (+) button. This will open a new dialogue window where you can assign roles.
   
   

3. Assign a Role: In the dialogue window, select the role you want to grant access to. For this example, we'll select Store Manager.
   
   

4. Automatic Saving: Once the role is selected, it is automatically saved. The user role you’ve assigned (e.g., Store Manager) now has access to the selected report.
   
   

   • If you ever need to revoke access, simply click the X button in the Roles column to remove the role.

Additional Tips

• Managing Multiple Reports: If you need to update the access for multiple reports at once, you can filter or sort the Reports Security Grid to easily locate reports by category or role.

• Ensuring Proper Permissions: Always ensure that the correct user roles are assigned to each report. Assigning too many roles may lead to unauthorized access to sensitive business information.

Troubleshooting

If you encounter any issues while trying to configure and maintain access to reports, please reach out to  Flawless POS customer support for technical assistance.