How to Create a Report That Shows Records Assigned to the User Viewing It

In Workbooks, you can create a single report that automatically shows only the records assigned to the person viewing the report. This avoids the need to create separate reports for each user and works well for dashboards and shared reporting.

This is useful when you want each user to see their own records, for example:

• My Open Support Cases
• My Opportunities
• My Overdue Tasks
• My Accounts Needing Attention

The same report can be shared with multiple users but each person would see different data.

Create a new report or open an existing one.

Choose the appropriate record type (for example: Cases, Opportunities, Activities).

Add the columns you want to see, such as Reference, Status, Assigned To, Amount, or Due Date.

On the Details tab of the report add the following criteria

Column: Assigned to name

Operator: is current user’s name

This is the key step. The Operator “is current user’s name” is dynamic, meaning Workbooks automatically substitutes the name of the person viewing the report.

Example:

If Sarah views the report, it shows records assigned to Sarah.

If Tom views the same report, it shows records assigned to Tom.

On the Main tab of the report, check the Run as setting:

Set Run as to Current user (this is the default)

This ensures the report evaluates the criteria using the person who is viewing it, not the person who created it.

You can now safely share the report with:

Individual users, or A User Group (recommended)

Each user will:

Only see records assigned to them

Only see records they already have permission to view

This type of report works well on dashboards:

Each user sees their own data when viewing the dashboard as the Criteria set in the report still applies.