This article explains how to set a Quick Report (a customisable, user-defined data extract feature within Assure that allows users to select specific fields from any Module and output the results in-browser or as a CSV file) to Private visibility. When a Quick Report is set to Private, only the user who created the report can see and run the report. When set to Public, the Quick Report is visible to all users with access to that Module. Setting Quick Reports to Private reduces dropdown list length and prevents duplication and confusion across the system. The Is Private checkbox is accessible when creating or editing a Quick Report.
Overview
In Assure, all users with the appropriate role permissions can create Quick Reports within any Module. When multiple users each create their own Quick Reports, the Quick Report dropdown list can become very long, requiring significant scrolling to locate the correct report.
To manage this, Assure provides the option to mark a Quick Report as Private. A Private Quick Report is visible only to the user who created the report. A Public Quick Report remains visible to all users with access to the relevant Module.
| Evotix recommends setting most Quick Reports to Private to reduce dropdown list length and avoid duplication and confusion. |
When to Use the Private Setting
| Setting | Visibility | Use Case |
| Private | Only the report creator | Personal Reports, Role-specific data extracts |
| Public | All users with Module Acess | Reports intended for shared team use |
Note: Setting a Quick Report to Public increases the size of the Quick Report dropdown list for all users in that Module. Where a report is only intended for personal use, Private is the recommended setting.
How to Set a Quick Report to Private
The Is Private checkbox is available both when creating a new Quick Report and when editing an existing Quick Report.
Navigate to the relevant Module in Assure.
Click the Reports icon.
Select Manage under the Quick Reports section.
To set the privacy on a new Quick Report: click New Record.
To set the privacy on an existing Quick Report: click Edit from the Cog Menu next to the Quick Report.
Locate the Is Private checkbox on the Quick Report configuration page.
Tick the Is Private checkbox to make the report visible to yourself only. Leave the checkbox unticked to keep the report Public and visible to all users with Module access.
Complete any remaining report settings and click Save and Close.
Notes and Recommendations
- The Is Private setting can be changed at any time by editing the Quick Report.
- Evotix advises that most Quick Reports are set to Private to avoid duplication and to keep the Quick Report dropdown list manageable.
- Quick Reports set to Public are accessible to all users with the View Reports Role Permission for that Module.
- The Private setting does not affect whether a Quick Report can be published to the Web Portal. The Publish to Portal setting controls Portal availability separately.
AI Metadata
Product Area: Assure, Reporting
User Role: All Users (Standard, Admin, Supervisor)
Tags: Quick Report, Private Report, Is Private, Reporting, Assure, Module Reporting, Quick Report Visibility
Version/Region: All Assure versions; en-GB
Important Synonyms: Quick Report (also referred to as "custom report" or "data extract"); Is Private (also referred to as "Private Report" or "private visibility"); Public Quick Report (also referred to as "shared report"); Manage (also referred to as "Quick Report management screen")
Suggested Embedding Keywords: set quick report to private, is private checkbox assure, quick report visibility, private quick report assure, quick report dropdown too long, reduce quick report list, public vs private quick report, quick report only visible to me, assure reporting settings
Relevant Modules and Cross-Module Implications: The Is Private setting is available across all Assure Modules that support Quick Reports (e.g., Incident, Risk Assessment, Audit, Equipment Register). The setting is governed by the View Reports Role Permission. The privacy setting is distinct from the Publish to Portal setting, which controls Web Portal visibility and is a cross-module Portal feature.