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Unable to view incoming registrations when running report

  • June 17, 2026
  • 1 reply
  • 18 views
Angel Galindo

Hello, 

We have a form that is used for program registration. When I run a report to view the registrations, I cannot see any of the information, but I’m the only one on the team that can’t see the information. The person who has administration access is looking at my access and from my profile of view and can’t understand why I can’t see the information. I cleared my history, cookies, cache, used a different browser but still no information is viewable to me. But I can run reports for other forms and information. 

 

Best answer by AnnieNovacek

Hi ​@Angel Galindo ! This likely needs to go to our Support team to look into the specifics, but here are a couple things you all can look at to troubleshoot first.

 

1. Record Access: Are you able to see these records within a Participant’s Document Folder, but just not within a report? If so, then it’s likely a report setting. If you can’t see them anywhere, consider the following:

  • It sounds like you have already checked that you have access to at least View records created for that Form, so that’s good. More info on Form Access
  • The next thing I would check is which Program(s) you have access to that Form within (this is based on your Role).
  • Then I would compare your access to the Program(s) where the records for this form are being saved, i.e. Record Program Assignment. Depending on what setting you all have chosen, this assignment can be automatic or manual, but to see those records, you must have access to the those Programs. More info on Record Program Assignment
  • I would also double check that you all don’t have the Caseloads option checked at the Tier 2 form level within your Role. Unless intended, this makes record visibility very limited to just the user who created the record or was later assigned the record.

 

2. Report Settings: If the issue is limited to the report in question, then I would check:

  • Which Program is selected at the top of the screen when running the report? Does that match the Program where these records are assigned? All Sites All Programs is usually best when running reports. The Program you are active within also matters when viewing records outside of reports.
  • Then I would look at the Filters. Is there anything there unexpectedly limiting what you see?
  • In rare cases, the Form Properties might cause records to be unexpected filtered out. Look at things like the checkboxes for “Enforcing Programs filter” and “Enforce User Level Access filter” for the Root form or “Required” settings for any sub-forms. Learn more here

 

Anyway, I hope this helps you and your Admin explore a little further, but reaching out to our Support team is also a good option to have them confirm what’s going on. Good luck!

    1 reply

    AnnieNovacek
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    • AnnieNovacek
    • Community Manager
    • Answer
    • June 17, 2026

    Hi ​@Angel Galindo ! This likely needs to go to our Support team to look into the specifics, but here are a couple things you all can look at to troubleshoot first.

     

    1. Record Access: Are you able to see these records within a Participant’s Document Folder, but just not within a report? If so, then it’s likely a report setting. If you can’t see them anywhere, consider the following:

    • It sounds like you have already checked that you have access to at least View records created for that Form, so that’s good. More info on Form Access
    • The next thing I would check is which Program(s) you have access to that Form within (this is based on your Role).
    • Then I would compare your access to the Program(s) where the records for this form are being saved, i.e. Record Program Assignment. Depending on what setting you all have chosen, this assignment can be automatic or manual, but to see those records, you must have access to the those Programs. More info on Record Program Assignment
    • I would also double check that you all don’t have the Caseloads option checked at the Tier 2 form level within your Role. Unless intended, this makes record visibility very limited to just the user who created the record or was later assigned the record.

     

    2. Report Settings: If the issue is limited to the report in question, then I would check:

    • Which Program is selected at the top of the screen when running the report? Does that match the Program where these records are assigned? All Sites All Programs is usually best when running reports. The Program you are active within also matters when viewing records outside of reports.
    • Then I would look at the Filters. Is there anything there unexpectedly limiting what you see?
    • In rare cases, the Form Properties might cause records to be unexpected filtered out. Look at things like the checkboxes for “Enforcing Programs filter” and “Enforce User Level Access filter” for the Root form or “Required” settings for any sub-forms. Learn more here

     

    Anyway, I hope this helps you and your Admin explore a little further, but reaching out to our Support team is also a good option to have them confirm what’s going on. Good luck!

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