--- sourceDocument: Zurich Platform Analytics sourceDocumentLink: https://www.servicenow.com/docs/r/zurich/now-intelligence Release : - zurich ft:locale : - en-US ft:publication_title : - Zurich Platform Analytics ft:clusterId : - par bundleId : - par workflow : - Platform --- # Report permission issues # Report permission issues {#ariaid-title1} * Release version: Zurich * * Updated July 31, 2025 * * ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 2 minutes to read Summarize ![AI sparkle icon](https://servicenow.com/docs/portal-asset/ai-sparkle-icon) Summarized using AI This content was generated using new OpenAI-powered functionality. Results are provided on an as is basis and are not guaranteed to be accurate or complete. ## Summary of Report permission issues This content explains common reasons why ServiceNow reports may show less information than expected or no data at all. The issues typically stem from report sharing settings, permissions, and data filtering via access controls or business rules. Understanding these factors helps ensure users see the appropriate report data. Show full answer Show less ## Report Not Shared By default, newly created reports are not shared and are accessible only to the creator or admins. If users cannot see a report, it may be because it hasn't been shared with them via individual user access, groups, or roles. Unshared reports do not appear in report lists or selection menus. When a user sees a dashboard containing the report but cannot access the report itself, a message will indicate restricted visibility. To resolve this, the report owner or an administrator must share the report with the relevant users or groups, which can be done using the report's sharing icon. ## List Reports Show Fewer Rows Than Expected Different users viewing the same list report might see varying numbers of rows due to security constraints. Each row is checked against read access control lists (ACLs) on the report's source tables. Rows that a user lacks permission to read are omitted, sometimes with a message indicating how many rows were removed for security reasons. ## Non-List Reports Show Incomplete Data Graphical or non-list reports may display incomplete data for some users compared to others because Before Query business rules execute on the source table data before report generation. These business rules filter data based on permissions or other criteria, so users with different roles or group memberships see different report results. There are several reasons why a report is showing less information than expected or possibly no data at all. These include insufficient permissions on the report and the report not being shared. ## Report not shared {#report-permission-issues__section_vth_lvn_1vb} A common reason that a report may not be viewable is that the report hasn't been shared with the users who are attempting to access it. By default, a newly created report won't be shared and therefore inaccessible to anyone except the report creator or users with the admin role. A report can be shared with an individual user, with one or more groups, or assigned to one or more roles. Unshared reports don't appear in lists of reports a user has access to or in other options in which a report might be opened or selected. When users are able to see a dashboard the report has been added to, but not the report itself, a message indicates that the "Report is visible only to a specific user or group". To correct this issue, the owner of the report (or an administrator) can share that report with the individuals who should have visibility and access to that report. You can share a report directly from the report's sharing icon. For more information, see [Share a Core UI report](https://www.servicenow.com/docs/WAzuzfZ4AGDgdZLeImmUBg "Control which users and groups can see a report in their Reports list."). ## List reports show fewer rows than expected {#report-permission-issues__section_hzw_ywn_1vb} Another common issue is that fewer rows appear in list reports than the viewer expects. For example, one user sees 100 rows in a list report, but another user, viewing that same report may see fewer rows or even no rows at all. When one or more rows have been removed from the report, a message indicates the number rows removed due to security constraints. The usual cause is that each row of a list report is first compared against any read access control lists (ACLs) defined on the report's source tables. The ACL is considered for each list row that might be displayed in a report. For more information, see [Report_view access control](https://www.servicenow.com/docs/oHeVpceyt562Dg2ZHiuRfg "The report_view operation is a record type access control list (ACL) that restricts access to reports. Only users who have one of the required roles can view reports that contain the restricted resource."). ## Non-list reports show incomplete data {#report-permission-issues__section_scd_pyn_1vb} Graphical reports (defined as any non-list type report) may show an incomplete set of data for one user, as compared to another user reviewing that same report. This issue is caused by the fact that Before Query business rules are performed on the data from the source table before a report is generated and rendered. Business rules, found on a report's source tables, limit the data based on permissions or similar criteria. Any records that don't fulfill the rule's criteria aren't included in the report. Therefore, users with differing permission levels (due to group or role permissions mainly) see the same report showing different results. For more information, see [Before Query business rules](https://www.servicenow.com/docs/access?context=bp-before-query-business-rules&version=zurich&pubname=zurich-platform-security&ft:locale=en-US).