Reports are now managed as individual Report object records. When viewing reports in the Reports tab, users can add these fields to the tabular view as columns, as well as utilize them in search and as filters. Users can only edit the Name, Description, and Tags fields.

For each report that you create, Vault creates a Report object record with the following fields:

Field Name Data Type Description
Name Text (128) Report name.
Description Text (255) Report description.
Report Type Picklist or Object Only available for Flash Reports. Report type. The picklist only includes predefined document relationship reports.
Created By Object (User) User who created the report.
Last Modified By Object (User) User who last modified the report. Report generation also updates this field.
Created Date DateTime Date on which the report was created.
Created Date DateTime Date on which the report was created.
Last Modified Date DateTime Date on which the report was last modified. Report generation also updates this field.
Status Picklist Current status of the report.
ID ID Report object record ID.
Lifecycle State Component Current lifecycle state the report is in; this shows whether or not the report is a Flash Report.
Runs As Object (User) Only available for Flash Reports. User who ran a Flash Report.
Schedule Text Only available for Flash Reports. When a Flash Report is scheduled to run.
Last Ran DateTime Date and time the Report was last ran.
API Name Text (existing) The field name for the report.
Is Shared? Yes/No Whether or not the report is shared with other users.
Tags Multi-value picklist Any tags assigned to the report.
Report Type Alias Text (Dev defined) The alias for a report; this is only applicable for document relationship reports whose report type is not predefined.

Configuring the Tags Picklist

Tags can assist users in sorting and filtering reports. For example, you may add tags for certain users, such as CRA, or certain applications, such as Study Startup. Users can assign these tags to reports from the Reports tab, and then filter on or search the tags.

You can add and manage report tags by adding or editing values in the Tags picklist.

Audit Logs

In previous releases, reporting actions were recorded in the System Audit History page of the Audit Logs. Now that reports are now managed as Report object records, Vault records reporting actions in the Object Record Audit History page. You can still see previous reporting audit logs in the System Audit History.

Hiding Inactive Fields in Reports

By default, Vault allows users to report on inactive fields and picklist values. To hide inactive fields and picklist values in reports, navigate to Admin > Settings > General Settings and, under Reporting, clear one or both of the following checkboxes:

  • Allow inactive picklist values to be used in report filters
  • Allow inactive fields to be used in reports


The following limits affect reports:

  • Report labels and descriptions are no longer translatable.
  • Users with the Read-Only and External license types can be assigned a Viewer or Editor role even though they cannot view reports.

Access Control for Reports

Vault uses DAC Custom Sharing Rules to manage user access and Manual Assignment to share reports. Custom Sharing Rules are limited to the following user groups:

User Groups

Vault includes System-Provided Groups that control the ability for certain security profiles to view and edit all reports:

Report Administrators
This group includes security profiles that are granted the right to read and edit all reports except flash reports. This group contains the System Administrators and Business Administrators security profiles, as well as custom security profiles that previously included the Reporting: Administer permission.
Report Owners
This group includes security profiles that are granted the right to read and edit all reports, including flash reports. Any user with the Vault Owner security profile is now added to the Report Owners group.

You can also add additional security profiles to either group.

Manual Assignments to Share Reports

Sharing reports is done through manual assignment. Users with an Owner or Editor role on a given Report record can add other users or groups to an Editor or Viewer role. Owners can also assign other users or groups to an Owner role. Users can assign roles to share a report from the report’s Sharing Settings page.

The main reporting permissions are object permissions, which allow you to view, create, edit, and delete individual Report records.

The following permissions now control the ability to work with reports:

Security Profile

Object: Report: Read
Controls ability to view reports that other users have shared with you.
Object: Report: Create
Controls ability to create new reports.
Object: Report: Edit
Controls Ability to edit any reports that you created or to which other users have given you the Editor role.
Object: Report: Delete
Contros ability to delete your own reports or reports to which other users have given you the Editor role.
Application: Dashboards & Reports: Read Dashboards & Reports
Controls ability to access reports. This also prevents Read-only Users and External Users from accessing reports, including Flash Reports sent via email.
Application: Dashboards & Reports: Schedule Reports
Controls ability to use the Schedule action to schedule flash reports.
Tabs: Reporting: Reports: View
Controls ability to see the Reports tab.