FieldEx report access controls determine what each user can do with folders, subfolders, and individual reports. These permissions ensure that sensitive operational data is protected, while still allowing teams to collaborate, edit, and share reports efficiently. In addition, each report includes a set of quick actions in the Actions column, allowing you to preview, edit, share, export, duplicate, move, or delete a report without leaving the report list.
This article covers:
Report access levels and what each user can do
Available report actions and who can use them
How to preview and edit a report
How to share a report and manage ownership
How to export a report and email it to others
How to duplicate and move reports between folders
How to safely delete a report
Folder and subfolder access behaviour
How access precedence works across folders and reports
Actions available in the Favorites folder
Report Access Levels and Available Actions
Each report can be shared with users or groups using one of three access levels: Viewer, Editor, or Owner. The access level assigned determines which actions the user can perform.
Viewer
Preview the report (opens the report view page).
Export the report to CSV, Excel, or PDF.
Mark the report as a favorite. Reports marked as favorite also appear in the Favorites folder.
Editor
Create new reports.
Preview the report.
Edit the report in the report builder.
Share the report with others (Viewer or Editor access only).
Export the report.
Mark or unmark the report as a favorite.
Duplicate the report to create a new editable copy.
Owner
Create new reports.
Preview the report.
Edit the report in the report builder.
Share the report with Viewer, Editor, or Owner access.
Export the report.
Delete the report.
Mark or unmark the report as a favorite.
Duplicate the report.
Move the report to a different folder.
Tip: Owners have the highest level of access. They can select another user as an Owner and demote themselves as Editor. |
Report Actions and Permissions
In each folder, reports are listed in a table with columns such as Name, Last Modified By, and Created Date. The Actions column shows what you can do with that report, based on your access level.
Access levels recap
Viewer – can open the report, see its data, and perform view-only actions.
Editor – can change the report (for example, edit the query, filters, or layout) and manage how it is shared.
Owner – has full control over the report, including moving or deleting it and assigning another Owner.
Which actions need which access?
View access (Viewer or above): Preview, Export, Favorite, Un-favorite
Edit access (Editor or Owner): Edit, Share, Duplicate
Owner access: Delete report, Move report
Tip: A simple way to remember this is: Viewers explore, Editors build and refine, Owners control structure and clean-up (including moving and deleting reports). |
Previewing and Editing Reports
The first two actions – Preview and Edit – control how you open the report.
Preview (View access) – opens the report in read-only mode so you can see the latest data, filters, and layout, without changing anything.
Edit (Edit access required) – opens the report builder so you can adjust fields, filters, layouts, and other configuration.
For quick checks or management reviews, use Preview. When you need to update logic, fix filters, or adjust visuals, use Edit.
Sharing Reports and Managing Owners
The Share action opens the Share Report popup, where you decide who else can view, edit, or own that report. Your ability to assign access levels depends on whether you are an Editor or Owner.
Opening the Share Report popup
In the reports table, find the report you want to share.
Click the Share action in the Actions column.
People (users) with access
Use the user search field to add people who should have access to the report. You can add up to 10 users at a time.
For each user, select an Access Level from the dropdown:
Viewer – can preview, export, and favourite the report.
Editor – can also edit, share, and duplicate the report.
Make Owner – transfers ownership of the report to that user. This opens a Change Owner Confirmation popup.
The People with access section lists all users who currently have access and their roles. You can change their access or remove them at any time (if you are an Owner).
Groups with access
Use the group search field to add teams (such as “Service Team – UK”) so multiple users can access the report via their group membership.
Set each group’s access level:
Viewer – group members can view the report.
Editor – group members can edit and duplicate the report.
The Groups with access section shows which groups currently have access and at what level.
Changing the Owner
In the People with access list, open the dropdown for a user and select Make Owner.
The Change Owner Confirmation popup appears, explaining that this action cannot be undone.
Click Save to confirm. The selected user becomes the new Owner, and the previous Owner’s access is changed to Editor.
Removing access
Click the Remove button (or “x”) next to a user or group to remove their access. They will no longer see the report in their folders.
Exporting Reports and Emailing Recipients
The Export action lets you download report data in different file formats, and optionally email the exported file to users, groups, or external email addresses.
Export Report popup
In the reports table, click the Export action for the report you want to download.
In the popup, select a file type:
CSV – plain text, suitable for data tools.
Excel – spreadsheet format for analysis and pivoting.
PDF – fixed-layout document for sharing and printing.
(Optional) Turn on the slider “Do you want to send this report to users via email?” to open the email recipient section.
Add recipients:
User – select one or more FieldEx users.
Group – select one or more FieldEx groups.
Emails – type external email addresses, pressing Enter to add each one as a separate “bubble”.
Click Export to download the report to your device or send it to any recipients you selected.
Duplicating Reports
The Duplicate action allows you to make a copy of an existing report, so you can create variations without changing the original.
Duplicate Report popup
Click the Duplicate action for the report you want to copy.
The popup shows the current location (folder) of the report as read-only information.
Enter a new Report Name (required). Names are limited to 50 characters.
Choose where the duplicate should be stored:
By default, it will be saved in the same folder.
You can select another folder by navigating the folder list (using Back to move up a level and clicking on folders to move down).
Click Save. A new report with the specified name is created in the selected folder.
Tip: Duplicate is ideal for “versioning” – for example, creating a monthly or regional variant of a standard performance report without redesigning it from scratch. |
Moving Reports Between Folders
The Move action lets Owners tidy up the folder structure by relocating reports to the correct folder.
Move Report popup
Click the Move action for the report you want to relocate (Owner access required).
The popup header shows “Move [filename] from [folder]”, with the current folder displayed as read-only.
Use the folder list to browse available folders:
Click a folder to select it as the new destination.
If a folder contains subfolders, you can click to view more and drill down.
The Back button takes you up one level when you are inside subfolders.
Some folders may be disabled if you do not have permission to move reports there.
Click Move to open a confirmation message: “Are you sure that you want to move [report name] to [selected folder]?”
Click Move again to confirm. The report is moved, the popup closes, and the report list refreshes.
Deleting Reports
The Delete action permanently removes a report from FieldEx, and is only available to the report’s Owner. Use this for clearing out test reports or unwanted duplicates.
Delete Report popup
Click the Delete action for the report (Owner access required).
The popup shows “Delete Report Confirmation” and displays the report name as read-only text, along with a warning that the report will be permanently deleted.
If you change your mind, click Cancel to close the popup.
Click Delete to proceed. The report is removed and no longer appears in any folder or list.
Tip: Before deleting, consider whether you should duplicate and archive the report in a separate folder, or export a PDF copy for record-keeping. |
Folder and Subfolder Access
Folder permissions control both the folder itself and everything inside it. A user’s access level for a folder automatically applies to its subfolders and reports.
Viewer
Can view the folder and any subfolders or reports inside it.
Viewer-level users do not appear in share popups for subfolders or reports.
Editor
Can create, view, edit, and share folders and reports.
Can share with Viewer or Editor access only.
Editor-level users do not appear in share popups for subfolders or reports.
Owner
Can create, view, edit, share, and delete folders.
Can share with Viewer, Editor, or Owner access.
Owner-level users do not appear in share popups for subfolders or reports.
How Access Precedence Works
When a user receives different access levels from folders, subfolders, or individual reports, FieldEx always gives them the highest access available.
If a user has Viewer access on a main folder, but Editor access on a subfolder, they will have Editor access for that subfolder and its reports.
If a user has Viewer access on a subfolder, but the main folder is shared with them as Editor, they will receive Editor access for all subfolders and reports under it.
Tip: Access precedence ensures users are never restricted accidentally when a higher-level folder grants them broader access. |
Actions Available in the Favorites Folder
The Favorites folder automatically collects any reports you have marked as a favorite, making it easier to access frequently used reports without searching across folders. The actions available in Favorites follow the same access rules as the report’s original folder.
If you have Viewer access, you can Preview and Export your favorite reports.
If you have Editor or Owner access, you can also Edit, Share, and Duplicate the report.
Un-favouriting a report removes it from Favorites, but does not delete the report.