Explaining Report Editing versus Custom Form Editing

In my instance, we have a frequent question/point of confusion that comes up with our team and I’ve never quite been able to come up with a good way to explain it to people that makes sense to them. I’m wondering if this is a common confusion, and if anyone has come up with good teaching methods for it? 

Scenario: We make a custom form for a new intake process, and a matching summary report for the team who manage the process to see all the records/data that are input on it. Over time, the process managers get used to using that report like Excel, and rarely have a need to open the Issue/Request record that’s behind it.

Challenge: Sometime later, the process managing team have someone new join the team. That person is shown the report and asked to make some updates. They are unable to make the edits, which results in a support ticket to my team incorrectly asking for edit access to the report itself rather than the records it’s displaying. 

The real issue is that the new team member wasn’t added to the team that get assigned those tickets, so they haven’t received proper Contribute/Manage access to the records shown by the report. They don’t really want/need the ability to change the report itself, that request is simply from confusion about the way Workfront works. 

I know how to address the actual request, but I’m struggling for a way to write a training slide or two that actually teaches people what’s happening. Anyone else out here find themselves explaining the same thing and have a good teaching method?