Submissions reporting has two parts: the Query Center, where staff build and run reports, and the Overview dashboard, which shows a live, customizable summary. Before staff can use either area, give them the right access.
Prerequisites
- You need access to assign security roles in your organization’s security settings before you can grant query access to someone else.
- To customize the dashboard, you need the dashboard-building permission your organization grants.
Giving Staff Access to Reports
Submissions query and report access comes from a packaged security role, which you assign the same way you assign other security roles in your organization. When you grant any one of the three query actions — running, downloading, or scheduling — the staff member receives all three together. You cannot let someone run a query without also letting them download or schedule it, or the reverse.
If a staff member opens the Submissions Query Center without this access, they see an access refused page.
Why the Queries Menu Entry Might Be Missing
The Queries entry in the Submissions Console’s top-level menu appears only when your account’s global Queries navigation feature is turned on. If a staff member has query access but does not see Submissions › Queries in the menu, they can still open the page another way, such as through a space’s own Queries entry. Check that route before you assume the issue is access.
Hiding the top-level entry only changes navigation. It does not grant or block access.
What the Query Center Offers
Go to Submissions › Queries, or use a space’s own Queries entry to open the same builder for that space. You’ll see these ready-made Submissions report types:
| Query type | Reports on |
|---|---|
| Submissions | Individual submissions made to a space |
| Reviews | Reviews tied to submissions |
| Spaces | Spaces created in Submissions |
These report types use Rhythm’s standard query builder. To learn how to build, save, and schedule queries, see Queries and Saved Queries.
Warning
A number custom field configured to allow decimal places, such as one decimal, can appear rounded to a whole number in query results instead of showing the value as entered. If a decimal value you know is correct looks rounded in a report, that is a known display limitation in query results, not a sign that the value was saved incorrectly.
The Overview Dashboard
Go to Submissions › Overview to open the dashboard. It shows live counts and charts for submission and review activity in your Rhythm account. If your account does not currently include this dashboard, the page shows a notice inviting you to contact your Rhythm account manager instead.
Some tiles or breakdowns you expect, such as a count by submission type or by space name, might be missing or limited. The reporting data does not yet model every dimension richly enough to support them, so Rhythm leaves out a tile instead of showing incomplete or misleading data.
Customizing the Dashboard
If you have the dashboard-building permission, select Customize on the Overview page to open the dashboard builder in place. Select Close to leave the builder and return to the regular dashboard view.
Changes you make in the builder affect the one dashboard that every staff member with Overview access sees. There is no per-user version.
Dependencies and Precedence
- Query access is granted per staff member, through your organization's security roles, not per space.
- The top-level Queries menu entry depends on a separate account-wide feature setting from the permission itself; when the top-level entry is hidden, staff with query access can still reach the Query Center from a space-level entry.
- Dashboard building needs its own permission, separate from ordinary Overview access; a staff member without it can view the dashboard but cannot open the builder.
Change Impact and How to Revert
Changes made in the dashboard builder take effect for everyone who views the Overview page as soon as you save them. The dashboard does not include built-in version history, so note what you change if you may need to undo it later.
Permissions
| Action | What's needed |
|---|---|
| View the Overview dashboard | General Submissions Console access |
| Customize the dashboard | The dashboard-building permission your organization grants |
| Run, download, or schedule Submissions queries | A packaged query-access security role |
Validation and Errors
| Message or behavior | Cause | Fix |
|---|---|---|
| Access refused on the Queries page | The staff member does not have a packaged query-access role | Assign a query-access role in your organization's security settings |
| Queries entry missing from the top-level menu | Your account's Queries navigation feature is off | Use a space's own Queries entry instead, or ask your administrator about the account-wide setting |
| "Customize" is not offered on the Overview page | The staff member lacks the dashboard-building permission | Ask your administrator to grant it |
| Overview shows a notice instead of a dashboard | Your account does not currently include the dashboard | Contact your Rhythm account manager |
| A form field's data looks missing or wrong in query results | The query output may be pulling a different field than the one you mean, especially when a form has multiple similarly named fields | Compare the query's output field with the exact custom field used on the form or space in question, rather than assuming the first similarly named match is the right one |