How do I find earlier requests, or give a manager or auditor read-only access to all items?

Short answer: Your own items are under Created by me and More > Participated items. To let a manager or auditor see every item without editing, share a process report with them and allow View form.

Why it happens

• Without report or admin access, you see only items you created, took part in, or have assigned to you now. Being on the approver's team doesn't add access.
• A user who has a shared report sees its rows but can't open the form until you allow it.
• The Administration section is only for Process Admins and Data Admins.

How to fix it

To find your own items:

1. Open the process. The Created by me tab lists the items you've been active on.

2. For items you acted on, click More > Participated items. See member actions in a process.

   

To find any item as an admin:

1. Click More options > Administration.
2. Use the search bar, or Show/hide fields to add filters such as status. See admin actions.
3. For older or bulk lookups, open Reports > the All Items report and filter by created date and status. Add those fields to the report if they're missing.

To give read-only access to all items:

1. Create or open a process report, such as All Items, with the fields and filters they need.
2. Share the report and add the users. They get view-only access by default.
3. Click More options beside a user's name and turn on view the form. They can now open each item and its progress without editing.
4. In an app, add the report to a page so users can search it.

For wider access, add the person to the process with a role. A Process Admin can edit and administer everything; a Data Admin can view and edit data and reports. See process roles. For people outside your organization, add them to a portal and share the report with their role.