Set Up Report links (1205 to 1213)

Created by Migration Bot, Modified on Fri, 23 Oct at 2:31 PM by Migration Bot

Originally written by John Hardwick, last updated Mar 26, 2026, on the Swan Retail knowledge base (FRS).

This routine allows the retailer to control user access to reports.

Report links are used to control which users have access to which reports and to control where the reports are located within the report menu structure.

To get the best from this feature it is recommended that you build roles (Set Up Roles (1211)) for reports in that a report can only exist in a single role and then add the ‘report roles’ to the users therefore controlling who has access to reports within SwanFRS.

Menu Location: System Admin > Reports > Set Up Report Links

Due to the volume of reports, entering a search string in to the Find box and clicking the FIND buttons searches the report name and Filename, presenting back to the screen only those reports matching the search criteria.
Click the NEW button or New on the side panel to generate a new record.
The REBUILD MENU should be run if a change is made to a report definition. Changes only take effect once the menu has been rebuilt.
Click the icon to amend an existing record.
Once in amend / insert more, click the to save changes or to abort the action.
Clicking the removes the report from the menu.
Click the CLOSE button, or Back option on the side panel to leave the page (or select another option from the menu)

Item	Description
Report Name	Specify the name of the report as it is to appear on the menu / search results lists within SwanFRS. Changing the name on the menu will not change the name printed at the top of the output.
Report File Name	This field holds the name of the report, usually with a version number suffix, and must match that of the source report for it to run. When viewing the report definition document (available on the knowledge base) will provide the most current report name. It is recommended that you run the latest version of report, but not essential. Version numbers are automatically set as part of the upgrade process, unless the Bespoke flag is set. When setting the report name, omit the .rpt suffix of the report file.
Folder	Specify the sub folder this report is to reside within. See Set Up Report Submenus (1205 onwards)
Access Role	Specify which role this report is linked to. Only operators with the selected role will see the report on their menu. See Set Up Roles (1211)
Bespoke	Tick to freeze the report name, thus stopping the upgrade process from automatically updating the version number. This field should be checked if creating a bespoke report with the same name as a standard report (which isn't recommended) to stop upgrades overwriting your design.
Label Print	Tick to instruct SwanFRS that the report is deemed to be a label and should be included in the list of available labels, as presented, when the Print Labels option is selected (on the side panel) when viewing stock lists.
Favourites Label	Ticking instructs SwanFRS to show the report on the side panel as a quick access when viewing stock lists where labels are potentially needed. Whilst this field is marked as favourite label it is possible to mark any report as a favourite. IT is only possible to set a maximum of six favourites. It is posisble to set more than six reports a labels, (via the Label Print checkbox), however SwanFRS will display a maximum of six favourites on the side page any additional' label prints' will be shown on a selected Print Labels menu option on the side panel where label printing is possible.
Report Side Menu Name	Used in partnership with Favourites Labels check box. When the favourites label check box is ticked, SwanFRS will use this report name instead of the Report Name. With careful naming, it is possible to force all labels to be presented together on the side menu. For example