What can people see when I share a report with them?
When sharing a report with others, they will only be able to see the details of the report they’d have access to if they ran the report themselves. If they have access to the report type but not the specific data or filters set by the report creator, we will show an alert at the top of the page letting them know they do not have access to all the information in the original report.
Sharing a report with someone who has more permissions than you
If you share a report with a person who has access to more data in the account than you do, the person you share with will only see the data in the report that you’ve run and shared with them.
If a person wishes to include additional data on a report shared with them by a person with fewer permissions, they’ll need to duplicate the report to change the filters or run a new report.
Sharing a report with someone who has fewer permissions than you
If you share a report with someone who doesn’t have access to some of the data in the report, that person will not be able to view the entire report. They’ll only be able to see data in the report that they’d have access to if they’d run the report themselves.
This includes both data and report filters. For example, Managers and Members do not have access to the invoiced and uninvoiced hours filters on the detailed time report. If an Administrator (who does have access to those filters) shares a report grouped by one of those filters, the report will be incomplete and the Member or Manager will see an alert at the top of the page letting them know they do not have access to all the information in the original report.
What people with different permission levels can see in Harvest reports
The chart below outlines what people with different permission levels can see on reports shared with them. An X means a person does not have access to the report at all and they won’t appear in the list as an option to share the report with.
Please refer to our article on Team permissions for full details on what people with different permissions can access in your account.
| Time report | Detailed time report | Detailed expense report | Contractor report | Uninvoiced report | |
| Members | Their own time | Their own time | Their own expenses | X | X |
| Managers without permission to see billable rates | Their own time and time tracked to projects they manage and by their assigned people. | Their own time and time tracked to projects they manage and by their assigned people. | Their own expenses and expenses tracked to projects they manage and by their assigned people. | X | X |
| Managers with permission to see billable rates | Billable amounts and time tracked by themselves, to projects they manage, and by their assigned people. | Billable amounts and time tracked by themselves, to projects they manage, and by their assigned people. | Their own expenses and expenses tracked to projects they manage and by their assigned people. | X | Uninvoiced information for projects they manage, but not for their assigned people. |
| Administrators | Billable amounts, cost amounts, and time tracked by everyone in the account. | Billable amounts, cost amounts, and time tracked by everyone in the account. | Expenses tracked by everyone in the account. | Hours and cost amounts for all contractors in the account. | Uninvoiced information for all projects in the account. |
FAQ
Who can I share a report with?
Administrators can share a report with anyone, as long as the person’s permissions allow them to access the report. For example, Members and Managers don’t have access to the contractor report, so that report cannot be shared with them, even by an Administrator.
Managers can share a report with Adminstrators, other Managers who have them as assigned people, and their own assigned people.
Members can share a report with Administrators and any Managers who have them as assigned people.
What happens when a person’s permissions change after they save a report or after a report has been shared with them?
If someone's permissions change for a report that they previously had access to, they will see an error message stating they no longer have access to the report and to contact an Administrator.
They may also see an error that they are missing certain information about the report if they still have access to the report type but not access to all data or filters in that report as it was initially saved or shared.