Why don't I see everything in Reports?

A common surprise the first time you open Reports: the numbers do not match what you expected. Maybe a total looks low, or a contract you know exists never shows up in a breakdown.

Reports are company-wide, not “my contracts only.” Every figure spans the whole organization, regardless of who owns each contract. So the usual cause is not that Reports is showing your contracts, it is that a few categories of contract are excluded from the totals by design.

This article explains exactly what is counted and what is left out, so you can reconcile a number that looks off.

Whoever can open Reports sees figures drawn from every contract in the company, across all three sources (contracts drafted from a template, contracts run through a playbook, and third-party documents). Reports do not narrow to your own contracts, your team’s contracts, or a single category.

That is the opposite of how the contract list behaves. Many people call the contract list their “dashboard,” but the list and the Reports area are different surfaces. The list is where you find, open, and work on individual contracts. Reports is the aggregate view: volumes, open versus closed, and turnaround times. When a number in Reports does not line up with a count you took from the list, it is usually because the two surfaces apply different filters, and the exclusions below are the reason.

Three things never count toward a Report figure unless you deliberately bring them in.

If your organization uses Sensitive groups to wall off confidential work, and you are not a member of one of those groups, the contracts in it are dropped from every figure you see. The totals are scoped to what you would be able to open in the contract list, so Reports never leaks a count of work you have no access to.

When this applies, Reports tells you. A report whose figures have been narrowed shows a lock note reading “Showing only contracts you have access to”, with the explanation that contracts in restricted groups you are not a member of are not included in these figures. The note appears without a count, so it discloses that something is hidden without revealing how much.

This is why two colleagues can open the same report and see different totals. Someone who belongs to every sensitive group sees the full organization. Someone outside a sensitive group sees everything except that group’s contracts.

Contracts you imported as already-executed records (filed straight into the repository rather than negotiated in Pactly) are excluded from the cycle-time and pipeline figures by default. They have no real negotiation history inside Pactly, so counting them would distort turnaround and open-versus-closed numbers. On the Turnaround Times report, the Also include row has an Imported toggle if you want to add them back for a specific view.

Two categories never count anywhere, and there is no toggle to add them:

• Uninitialised template placeholders. When a contract is started from a template but not yet filled in, it exists as an empty placeholder. These are skipped until they become real contracts.
• Deleted contracts. Anything deleted is removed from every figure.

Pactly has a dedicated Reports role that grants access to the Reports area and data exports, and nothing else. It is useful for a finance or leadership viewer who should see aggregate figures but not browse or edit individual contracts.

There is a catch. Inside a breakdown, the Open full list in Contracts button hands you off to the contract list filtered to the slice you clicked. A user on the Reports-only role does not have contract-list access, so that drill-down lands them somewhere they cannot view. The figures load fine; the jump out to individual contracts does not.

If a viewer needs to drill down from a chart into the underlying contracts, give them a role that also includes contract access (such as the standard user, manager, or admin role) rather than the Reports-only role. Who can see which report, and the Reports role itself, are both managed in admin settings. See User Roles and Groups & Document Access.

• Reports
• Reading the Reports
• User Roles
• Role Permissions Reference
• Groups & Document Access
• Navigate and Search Contracts