/onestopreporting/help/management/roles section 2025-06-25T09:21:53+02:00 # Manage roles The roles entail simpler administration of OneStop Reporting, especially for those of you with a large environment involving many clients and users. By managing roles effectively, you can change permissions for multiple users simultaneously. All users must be assigned at least one role in OneStop Reporting. The roles are global roles, and they are created and modified by the administrator at the top level (customer level). Each role is associated with a set of permissions. Roles are used to grant permissions to the user, but also for the publication of reports. /onestopreporting/help/management/roles/create-roles page 2026-01-16T14:27:01+01:00 # Create roles > [!IMPORTANT] > Only top-level administrators can create new roles. 1. Go to **Administration**. 2. Click the top level in the organization tree. 3. Click **Roles**. 4. Click the button with **three dots ...** on the top right corner of the screen. 5. Click **New Role.** 6. Give the role a suitable **Name**. 7. (optional) Enter a description for the role. 8. Click **Save**. ## Add users to Roles > [!IMPORTANT] > Administrators at all levels (top, group, or client) can add users to roles. 1. Go to **Administration** 2. Go to the level in the organization tree where you want to add users. 3. Click **Roles**. 4. Click on an existing role. 5. Under **Users**, click ✏️ **Edit**. 6. Select the users to add by searching in the **Search** bar. 7. Click the user's name. 8. Click **Save**. ## Add Permissions to a role 1. Go to **Administration** 2. Go to the level in the organization tree where you want to add users. 3. Click **Roles**. 4. Click on an existing role. 5. Under **Permissions**, click ✏️ **Edit**. 6. Switch  On or  Off the various permissions. | **Permissions** | **Description** | |---|---| | **Full data access** | Allows users full access to all companies under the client. If deselected, you can manage access to the various companies under the **Users** \> **Data access**. | | **Drilldown** | Allows users to drill down to see the underlying detail of the value presented in a report. | | ****View vouchers**** | Allows users to drill down to see vouchers. | | **Download Excel files from Archive** | Allows users to download a reports in **Archive** as Excel files. If a user does not have this permission, reports can only be downloaded as pdfs. | | **Manage connections** | Allows users to manage connections and data import jobs in **Import Data/Data connections**. | | **Manage categories** | Allows users to create categories in the **Reporting** and **Budgeting** modules. | | **Download budget templates** | Allows users to get budget templates from the Marketplace in **Budgeting**. | | **Modules** | **Description** | |---|---| | **Import data** | Allows users to access the **Import Data** module where they can manage connections to their ERP system and import data. | | **Data Manager** | Allows users to edit data in [Data Manager](./../../../data-manager/index). | | **Drilldown layout** | Allows users to customize the drilldown view in [Drilldown layout](../../../administration/drilldown). | | **Budgeting and Multi Company setup** | Allows users to set up Budgeting and [Multi-Company](../../../administration/mclsetup) setup. (only for Cloud Agent version.) | ## Add labels to role 1. Go to **Administration.** 2. Go to the level in the organization tree where you want to add users. 3. Click **Roles**. 4. Click on an existing role. 5. Under **Labels**, click ✏️ **Edit**. 6. Add **Labels** to the role by selecting the labels from the **Add labels** list. By turning on the **Include all...** switches  , you can select all labels. > [!TIP] > Learn more about roles, labels, and report distribution in [User Roles and Report Labels.](../user-roles-and-report-labels) /onestopreporting/help/management/roles/user-roles-and-report-labels page 2026-01-16T14:27:01+01:00 # User Roles and Report Labels With **Roles** and **Labels,** it is possible to distribute specific reports to specific users. Report labels are selected for each report and role, and then users are added to roles. Which reports the user will have access to depends on the user\'s role. ## Distribution setting: Use labels to filter reports > [!IMPORTANT] > Only administrators at the top (customer) level are able to edit this setting. To turn on the functionality for **Roles** and **Labels**, the setting must be selected at the customer level. Before the setting is selected, **Roles** and **Labels** will have no effect. In this way, you can create roles, add users to roles and add labels to reports without it affecting your **OneStop Reporting** environment before you are ready. > [!NOTE] > If labels are not added to reports and users are not given roles, reports will not be available for users if the setting is selected. ### Change Distribution setting 1. Go to the **Administration**. 2. Click the top level in the organization tree. 3. On the **Customer settings** tab, click ✏️ to edit **Distribution settings**. 4. Select ✅ the **Use labels to filter reports** checkbox. ## Reporting Labels ### Reports distributed from OneStop Reporting NO All reports distributed from OneStop Reporting have predefined labels which cannot be changed. These labels are determined by Visma Software in the country where you purchased OneStop Reporting. ### View labels set on reports 1. Go to **Reporting** or **Distribution.** 2. Click **Options** on a report template. 3. Click **View details**. ### Add labels to Reports > [!IMPORTANT] > Only administrators can add labels to reports. The Administrator must be an administrator at the same level or a higher level than the report is distributed. Consequently, if a report is only distributed to one client, a client administrator can add labels to the report, if a report is distributed to a group, a group administrator can add labels, and if a report is distributed at top level only a top level administrator has access to add labels. To add labels to reports; 1. Go to **Reporting** or **Distribution.** 2. Click **Options. ** 3. Click **View details**. 4. Click ✏️ **Edit.** 5. Add labels and click **Save.** ## Roles for Distribution See [Create roles](../create-roles) for information on how to create and manage roles. ------------------------------------------------------------------------ ### Use Case example In the picture below, a role for all sales employees in a company is created. The reason why the particular labels and label settings are selected is explained below.  The setting **Include all labels in group** is selected on **Budget Type** and **Period Type.** This is because all sales employees should have access to all reports regardless of the budget type and periods used. If more budget or period types are added to reports in the future, the sales employees will also have access to these as long as the reports fit the other criteria. It is further chosen that the sales employees should only have access to reports with the labels: **Internal**, **Project**, **Sales,** and **Hour**. If more labels are added to these groups in the future, the sales employees will not automatically gain access.