Fixes #926 - Rework report profiles

Author: ralf401

images/manage/report-profiles/profile-filtering-for-specific-organization-by-created-at-within-last-month.png

@@ -8,7 +8,7 @@ msgid ""
 msgstr ""
 "Project-Id-Version: Zammad Admin Documentation pre-release\n"
 "Report-Msgid-Bugs-To: \n"
-"POT-Creation-Date: 2025-09-12 15:45+0200\n"
+"POT-Creation-Date: 2025-09-12 14:12+0200\n"
 "PO-Revision-Date: YEAR-MO-DA HO:MI+ZONE\n"
 "Last-Translator: FULL NAME <EMAIL@ADDRESS>\n"
 "Language-Team: LANGUAGE <[email protected]>\n"
@@ -342,6 +342,7 @@ msgstr ""
 #: ../ai/writing-assistant.rst:34
 #: ../channels/chat.rst:28
 #: ../channels/microsoft365-graph/accounts.rst:23
+#: ../manage/report-profiles.rst:32
 #: ../misc/first-steps.rst:20
 #: ../system/core-workflows/learn-by-example.rst:36
 #: ../system/core-workflows/learn-by-example.rst:91
@@ -359,6 +360,7 @@ msgstr ""
 #: ../ai/writing-assistant.rst:42
 #: ../channels/form.rst:19
 #: ../manage/groups/settings.rst:16
+#: ../manage/report-profiles.rst:38
 #: ../manage/scheduler.rst:86
 #: ../manage/slas/how-do-they-work.rst:26
 #: ../manage/templates.rst:23
@@ -456,6 +458,7 @@ msgstr ""
 #: ../manage/groups/settings.rst:124
 #: ../manage/macros/how-do-they-work.rst:0
 #: ../manage/overviews.rst:0
+#: ../manage/report-profiles.rst:58
 #: ../manage/roles/index.rst:128
 #: ../manage/scheduler.rst:161
 #: ../manage/templates.rst:33
@@ -3504,6 +3507,7 @@ msgid "This allows you to link e.g. to your data privacy or ToS information."
 msgstr ""
 
 #: ../channels/form.rst:142
+#: ../manage/report-profiles.rst:49
 #: ../manage/scheduler.rst:109
 #: ../manage/slas/how-do-they-work.rst:35
 #: ../system/objects/types.rst:299
@@ -7746,66 +7750,92 @@ msgid "Report Profiles"
 msgstr ""
 
 #: ../manage/report-profiles.rst:4
-msgid "The reporting is useful to view statistics, get an overview of the number of tickets (e.g. tickets of a specific customer) and to download ticket data from Zammad. In the following section you will find instructions about how to create and change report profiles. You can find an explanation about how to use the reporting in the :user-docs:`reporting section of the user documentation </extras/reporting>`. If the reporting in Zammad is not enough for you, you can even connect third-party reporting tools like Grafana to Zammad."
+msgid "In the following section you can find instructions about how to create and change report profiles. These report profiles define which kind of tickets should be included in a report. You can find an explanation about how to use the reporting in the :user-docs:`reporting section of the user documentation </extras/reporting.html>`. The reporting is useful to view statistics, get an overview of the number of tickets (e.g. of a specific customer) and to download ticket data from Zammad."
 msgstr ""
 
 #: ../manage/report-profiles.rst:13
-msgid "To create and edit report profiles, ``admin.report_profile`` permission is required. To use the reporting itself, ``report`` permission is required."
+msgid "You can find the configuration in Zammad's admin settings under *Manage > Report Profiles*. To create and edit report profiles, ``admin.report_profile`` permission is required. To access the reporting itself, ``report`` permission is required."
 msgstr ""
 
-#: ../manage/report-profiles.rst:16
-msgid "⚠️ Be aware that granting users the ``reporting`` permission may leak information. On the one hand, users could see ticket metadata that they do not actually have access to. On the other hand, a possibly large scale of ticket information can easily be downloaded as a spreadsheet."
+#: ../manage/report-profiles.rst:18
+msgid "⚠️ Be aware that granting users the ``reporting`` permission may leak information. Consider to limit the available profiles to specific roles, instead of just granting or not granting access to **all** profiles. Creating specific :doc:`/manage/roles/index` for this purpose may be helpul."
 msgstr ""
 
-#: ../manage/report-profiles.rst:22
+#: ../manage/report-profiles.rst:25
 msgid "Create and Edit Profiles"
 msgstr ""
 
-#: ../manage/report-profiles.rst:24
-msgid "Report profiles are used to filter report results. The idea of the profiles is to limit the number of tickets and determine the type of tickets you want to analyze. You can create any number of profiles in the admin interface in the \"Report Profile\" area. You can filter the tickets as in other places in Zammad based on different conditions."
+#: ../manage/report-profiles.rst:27
+msgid "To create a new reporting profile, click the **New Profile** button. To edit an existing profile, simply click on the row. You can **Clone** or **Delete** a profile by clicking the ``⠇`` in the action column."
 msgstr ""
 
-#: ../manage/report-profiles.rst:32
-msgid "The edit dialog looks like this:"
+#: ../manage/report-profiles.rst:34
+msgid "To configure a report profile, you need to provide some information:"
 msgstr ""
 
-#: ../manage/report-profiles.rst:None
-msgid "Screenshot shows creation of report profile"
+#: ../manage/report-profiles.rst:37
+msgid "Name of the reporting profile. This name is also shown in the reporting itself where your users can choose between the profiles."
 msgstr ""
 
-#: ../manage/report-profiles.rst:37
-msgid "This example shows the statistics of all tickets of the organization \"Awesome Customer Inc.\" that were created in the last month."
+#: ../manage/report-profiles.rst:45
+msgid "Filter"
 msgstr ""
 
-#: ../manage/report-profiles.rst:40
-msgid "All configured report profiles are displayed in the reporting area and you can switch between them with one click. Have a look at the next section to learn some basics about the usage of the reporting."
+#: ../manage/report-profiles.rst:41
+msgid "Define which tickets you want to include in a report. You can filter the tickets as in other places in Zammad by using conditions which your tickets must match."
 msgstr ""
 
-#: ../manage/report-profiles.rst:45
-msgid "Use the Reporting"
+#: ../manage/report-profiles.rst:48
+msgid "This section gives you a preview of tickets which match your configured filter."
 msgstr ""
 
-#: ../manage/report-profiles.rst:47
-msgid "You can find the reporting section in the bottom left corner in Zammad next to the avatar icon or your initials:"
+#: ../manage/report-profiles.rst:55
+msgid "Available for the following roles"
+msgstr ""
+
+#: ../manage/report-profiles.rst:52
+msgid "Define if the reporting profile is limited to one or more specific roles (click on it to move it to the left side for limitation). If no role is specified (i.e. on the left side), all users with ``reporting`` permission can see the profile and its tickets."
+msgstr ""
+
+#: ../manage/report-profiles.rst:58
+msgid "Set the profile to active or inactive."
+msgstr ""
+
+#: ../manage/report-profiles.rst:61
+#: ../settings/security/base.rst:117
+#: ../system/integrations/checkmk/api-reference.rst:13
+msgid "Example"
 msgstr ""
 
 #: ../manage/report-profiles.rst:None
-msgid "Menu bar with highlighted reporting"
+msgid "Screenshot shows report profile creation/edit dialog"
 msgstr ""
 
-#: ../manage/report-profiles.rst:53
-msgid "If you can't see the reporting button, you should check the permissions."
+#: ../manage/report-profiles.rst:68
+msgid "This example shows the statistics of all tickets of the organization \"Awesome Customer Inc.\" that were created during the last month. This profile is limited to the roles \"Admin\" and \"Reporting\"."
 msgstr ""
 
-#: ../manage/report-profiles.rst:55
-msgid "Have a look at the :user-docs:`reporting section of the user documentation </extras/reporting>` for more information about the usage."
+#: ../manage/report-profiles.rst:73
+msgid "Use the Reporting"
 msgstr ""
 
-#: ../manage/report-profiles.rst:60
+#: ../manage/report-profiles.rst:75
+msgid "You can find the reporting section in the bottom left corner in Zammad next to the avatar icon or your initials. If you can't see the reporting button, check the permissions."
+msgstr ""
+
+#: ../manage/report-profiles.rst:None
+msgid "Menu bar with highlighted reporting"
+msgstr ""
+
+#: ../manage/report-profiles.rst:82
+msgid "Also have a look at the :user-docs:`reporting section of the user documentation </extras/reporting>` for more information about the usage."
+msgstr ""
+
+#: ../manage/report-profiles.rst:87
 msgid "External Reporting Tools"
 msgstr ""
 
-#: ../manage/report-profiles.rst:62
+#: ../manage/report-profiles.rst:89
 msgid "If the integrated reporting is not enough for you, you can even use third party tools like Grafana! Please have a look at :docs:`Reporting Tools </appendix/reporting-tools-thirdparty.html>` in the system documentation, where you can find more information."
 msgstr ""
 
@@ -15708,11 +15738,6 @@ msgstr ""
 msgid "All settings act independently from each other allowing you to disable the timeouts for e.g. admins, but not agents."
 msgstr ""
 
-#: ../settings/security/base.rst:117
-#: ../system/integrations/checkmk/api-reference.rst:13
-msgid "Example"
-msgstr ""
-
 #: ../settings/security/base.rst:103
 msgid "Let's suppose you configured the following session timeouts"
 msgstr ""

images/manage/report-profiles/report-profile-dialog.png

@@ -1,58 +1,85 @@
 Report Profiles
 ===============
 
-The reporting is useful to view statistics, get an overview of the number of
-tickets (e.g. tickets of a specific customer) and to download ticket data from
-Zammad. In the following section you will find instructions about how to create
-and change report profiles. You can find an explanation about how to use the
+In the following section you can find instructions about how to create and
+change report profiles. These report profiles define which kind of tickets
+should be included in a report. You can find an explanation about how to use the
 reporting in the
-:user-docs:`reporting section of the user documentation </extras/reporting>`.
-If the reporting in Zammad is not enough for you, you can even connect
-third-party reporting tools like Grafana to Zammad.
+:user-docs:`reporting section of the user documentation </extras/reporting.html>`.
+The reporting is useful to view statistics, get an overview of the number of
+tickets (e.g. of a specific customer) and to download ticket data from
+Zammad.
 
-To create and edit report profiles, ``admin.report_profile`` permission is
-required. To use the reporting itself, ``report`` permission is required.
+You can find the configuration in Zammad's admin settings under
+*Manage > Report Profiles*. To create and edit report profiles,
+``admin.report_profile`` permission is required. To access the reporting itself,
+``report`` permission is required.
 
 .. warning:: ⚠️ Be aware that granting users the ``reporting`` permission may
-    leak information. On the one hand, users could see ticket metadata that they
-    do not actually have access to. On the other hand, a possibly large scale of
-    ticket information can easily be downloaded as a spreadsheet.
+    leak information. Consider to limit the available profiles to specific
+    roles, instead of just granting or not granting access to **all** profiles.
+    Creating specific :doc:`/manage/roles/index` for this purpose may be
+    helpul.
 
 Create and Edit Profiles
 ------------------------
 
-Report profiles are used to filter report results. The idea of the
-profiles is to limit the number of tickets and determine the type of tickets
-you want to analyze. You can create any number of profiles in the admin
-interface in the "Report Profile" area. You can filter the tickets as in other
-places in Zammad based on different conditions.
+To create a new reporting profile, click the **New Profile** button. To edit
+an existing profile, simply click on the row. You can **Clone** or **Delete**
+a profile by clicking the ``⠇`` in the action column.
 
-.. include:: /misc/object-conditions/conditioning-depth-hint.include.rst
+Configuration
+^^^^^^^^^^^^^
 
-The edit dialog looks like this:
+To configure a report profile, you need to provide some information:
 
-.. figure:: /images/manage/report-profiles/profile-filtering-for-specific-organization-by-created-at-within-last-month.png
-    :alt: Screenshot shows creation of report profile
+Name
+   Name of the reporting profile. This name is also shown in the reporting
+   itself where your users can choose between the profiles.
 
-This example shows the statistics of all tickets of the organization
-"Awesome Customer Inc." that were created in the last month.
+Filter
+   Define which tickets you want to include in a report. You can filter the
+   tickets as in other places in Zammad by using conditions which your tickets
+   must match.
+
+   .. include:: /misc/object-conditions/conditioning-depth-hint.include.rst
+
+Preview
+   This section gives you a preview of tickets which match your configured
+   filter.
+
+Available for the following roles
+   Define if the reporting profile is limited to one or more specific roles
+   (click on it to move it to the left side for limitation).
+   If no role is specified (i.e. on the left side), all users with ``reporting``
+   permission can see the profile and its tickets.
 
-All configured report profiles are displayed in the reporting area and you can
-switch between them with one click. Have a look at the next section to learn
-some basics about the usage of the reporting.
+Active
+   Set the profile to active or inactive.
+
+Example
+^^^^^^^
+
+.. figure:: /images/manage/report-profiles/report-profile-dialog.png
+    :alt: Screenshot shows report profile creation/edit dialog
+    :scale: 70%
+    :align: center
+
+This example shows the statistics of all tickets of the organization
+"Awesome Customer Inc." that were created during the last month. This profile
+is limited to the roles "Admin" and "Reporting".
 
 Use the Reporting
 -----------------
 
 You can find the reporting section in the bottom left corner in Zammad next to
-the avatar icon or your initials:
+the avatar icon or your initials. If you can't see the reporting button, check
+the permissions.
 
 .. figure:: /images/manage/report-profiles/menu-bar-reporting.png
     :alt: Menu bar with highlighted reporting
 
-If you can't see the reporting button, you should check the permissions.
-
-Have a look at the
+Also have a look at the
 :user-docs:`reporting section of the user documentation </extras/reporting>`
 for more information about the usage.