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Report Based Security How-To: Your Getting Started Guide

October 1, 2020 at 4:05 PM

One of the most common requests we’ve received from users since launching RealTime Reports is the addition of Report Based Security. Districts and schools need a way to easily view and manage the reports a particular user can access. 

With Report Based Security, administrative-level users can now easily control access permissions for Realtime Reports modules for specific users.

Getting started is simple - follow the outlined steps below!

Enabling Report Based Security

**Note: Updating the Level Data Core Schema plug-in to version 5.0.0. is required to properly configure Report Based Security**

There are several options that can be used to perform the core plugin update. Please select the method you most prefer from the list below:

  1. Self-Installation
  2. Guided Installation Webinar with Level Data Expert
  3. Full-Service Level Data Installation

Once the new plug-in has been installed and enabled, you’ll see a badge in the top-right corner of the RealTime Reports Dashboard labeled Security.

RealTime Reports Dashboard - Security
In order to access the RealTime Reports Security Page, a user must have access to both the System and Field Level Security Pages. (admin/tech and admin/fieldlevelsecurity/getFieldLevelSecurityTableData.action)

Note: The new Security Link will be visible even if the new plugin has not been installed, but it will not be active. Clicking the Security link will return the following message:

Report Security Link Core Schema Message

Using Roles to Configure Report Based Security

We strongly recommend using PowerSchool’s Roles Administration to update Report Based Security. Because RealTime Reports is organized by category, creating individual roles for each category - Attendance, Demographics, Enrollment, Funding, Grading, and Incidents/Logs - helps to ensure maximum flexibility and usability.

Configuring Report Based Security using Roles:

     1.  Go to Start > System > Roles Administration > User Access
               A. Select User Access.

User Access Roles Administration

     2.  Click New in the top-right corner.

User Access Roles

               A. Assign a new name - e.g. RTR Attendance - to the new Role.
               B. Include a short description to identify the use of the Role.
               C. The new Role is enabled by selecting the checkbox located to the right of the                          description.
               D. Do not associate this group to a Security Group.
               E. Click “Submit” to save.

Report Based Security Edit User Access Roles

Repeat Steps 1 and 2 to create a new Role for each category.

Report Based Security User Access Role Creation

Assigning Security to Individual Reports

The newly created User Roles are ready to be applied to individual reports. Follow these steps to associate each new role with a report.

How to Apply User Reports to Reports

     1. Navigate to RealTime Reports from the PowerSchool Start Page to access the                     Dashboard.


Level Data Apps - Apply User Reports to Reports
     2. Locate and select the Security button in the top right corner.

RealTime Reports Security
     3. Click on the Edit icon for the report to be updated.

Report Based Security - Edit Report Security
     4. Under User Access Settings, click on the Edit icon for Full Access

Edit Field in User Access Settings - Full Access
     5. Select the desired User Access Role from the list of available roles. As an example,             for Attendance Reports, select the check box for RTR Attendance.  Click OK.

Edit Roles - Full Access

     6. For the section labeled Everyone Else, select No Access.

User Access - No Access     
     7. Click Submit to save.

     Repeat steps 1-8 for each report to apple User Roles to each report.

Assigning Roles to Individual Users

With Security Access configured for each report, you’re now ready to assign the Roles to individual users.

How to Assign Roles to Individual Users:

     1. From the PowerSchool Start Page click on Staff.

PowerSchool Start Page Vers 19        PowerSchool Start Page Ver 20

     2. Select the Staff member you wish to update.
     3. Select Security Settings from the Staff screen.

Staff - Security Settings

     4. Navigate to the Admin Access and Roles tab. Next locate and select the Roles and                Schools section.

Admin Access and Roles     5. In the Roles and School section apply the appropriate RTR Roles to EACH school the           user will need to access.
     6. Click the Add button.

Roles and Schools

      7. Step 1: For Schools, select all appropriate schools for a user and then click Next.

Add User Access Roles

     8. Step 2: For Roles, select Use All Roles. Then select all appropriate Roles to be                                      applied.

Use All roles - Add User Access Roles

     9. Click OK, then select Submit to save the settings
     Note: Once access permissions have been updated, users may need to end their
    current session and log back in to PowerSchool to see the updated permissions. 

Save New User Access Roles

Users can see all reports displayed on the RealTime Reports dashboard, but can only select/run those reports allowed by their individual access permissions.

RealTime Reports - Dashboard Report with LockReports that a User does not have access to use will display a Lock icon.


David Barrett
Written by David Barrett

David Barrett is Level Data's Digital Marketing Specialist, having joined the team in 2019. With a large family filled with teachers and school administrators, David brings a lifelong passion for education and a background in content creation and digital marketing to the table. His prior experience covers a diverse range of industries that includes real estate, eCommerce and freelancing for nonprofits and small businesses. In addition to digital marketing, David is an accomplished photographer, coffee-enthusiast and self-professed creative nerd.

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