Skip to main content

Sharing Reports

Control access and share reports with stakeholders.

Overview​

Report sharing allows you to:

  • Control who can view reports
  • Share with specific users or teams
  • Collaborate on reports
  • Distribute to stakeholders

Access Levels​

Permission Types​

LevelCan Do
OwnerFull control, delete, transfer
EditorView, run, edit, share
ViewerView and run only
NoneNo access

Default Permissions​

When you create a report:

  • You are the owner
  • Others have no access
  • You choose who to share with

Sharing a Report​

Quick Share​

  1. Open the report
  2. Click Share button
  3. Enter user name or email
  4. Select permission level
  5. Click Share

From Reports List​

  1. Go to Reports
  2. Find the report
  3. Click Share in actions
  4. Configure sharing
  5. Save

Share Settings​

Individual Users​

Share with specific people:

  1. Click Add People
  2. Search for users
  3. Select user(s)
  4. Set permission level
  5. Add

Teams/Groups​

Share with entire teams:

  1. Click Add Group
  2. Select team or role
  3. Set permission level
  4. Add

Organization-Wide​

Make available to everyone:

  1. Toggle Share with Organization
  2. Set default permission level
  3. All users can access

Permission Details​

Owner Permissions​

  • View and run report
  • Edit report configuration
  • Share with others
  • Transfer ownership
  • Delete report
  • Manage schedules

Editor Permissions​

  • View and run report
  • Edit report configuration
  • Share with others (can't exceed own level)
  • Create schedules

Viewer Permissions​

  • View report
  • Run with different parameters
  • Export results
  • Cannot edit or share

Managing Shared Reports​

Viewing Who Has Access​

  1. Open report
  2. Click Share or Manage Access
  3. See list of users/groups
  4. View their permission levels

Changing Permissions​

  1. Find user in share list
  2. Click permission dropdown
  3. Select new level
  4. Save

Removing Access​

  1. Find user in share list
  2. Click Remove or trash icon
  3. Confirm removal

Sharing with External Users​

External Sharing Options​

MethodDescription
Email exportSend as attachment
Public linkGenerate shareable link
Guest accessTemporary view access

If enabled:

  1. Click Get Link
  2. Configure link settings
  3. Copy and share link
  4. Recipients can view without login
SettingDescription
ExpirationLink validity period
PasswordRequire password
DownloadAllow/prevent download
WatermarkAdd watermark to exports

Security Considerations​

When sharing externally:

  • Use expiring links
  • Consider password protection
  • Monitor link usage
  • Revoke when no longer needed

Report Categories​

Personal Reports​

  • Created by you
  • Only you can access by default
  • You control sharing

Shared Reports​

  • Shared with you by others
  • Your permission level determines actions
  • May be read-only

Organization Reports​

  • Available to all users
  • Created by admins or designated users
  • Standard reports for the organization

Collaboration​

Working Together​

Multiple editors can:

  • Edit report configuration
  • Saved changes are shared
  • No version conflicts (last save wins)

Best Practices for Collaboration​

  1. Coordinate changes
  2. Use comments or notes
  3. Review after changes
  4. Have clear ownership

Notifications​

Share Notifications​

When shared with someone:

  • They receive notification
  • Email optional
  • Report appears in their list

Change Notifications​

Optional notifications for:

  • Report updated
  • New data available
  • Schedule changed

Folder Organization​

Using Folders​

Organize shared reports:

  1. Create folders
  2. Move reports to folders
  3. Share folders (shares all contents)
  4. Maintain structure

Folder Permissions​

  • Folder permissions apply to contents
  • Can override for individual reports
  • Useful for team organization

Transferring Ownership​

When to Transfer​

  • Original owner leaving
  • Reorganization
  • Changing responsibility

Transfer Process​

  1. Open report settings
  2. Click Transfer Ownership
  3. Select new owner
  4. Confirm transfer

What Transfers​

  • Full owner permissions
  • Schedule ownership
  • Sharing management

Access Requests​

Requesting Access​

If you find a report you can't access:

  1. Click Request Access
  2. Optionally add reason
  3. Owner receives notification
  4. Owner approves/denies

Handling Requests​

As an owner:

  1. Receive request notification
  2. Review requestor
  3. Approve with permission level
  4. Or deny with reason

Audit Trail​

Tracking Access​

View who accessed reports:

  1. Open report
  2. Go to Activity or History
  3. See access log

Log Details​

  • Who viewed
  • When accessed
  • What actions taken
  • Exports made

Best Practices​

Access Control​

  1. Need-to-know - Only share with those who need it
  2. Appropriate level - Viewer unless editing needed
  3. Regular review - Check access lists periodically
  4. Clean up - Remove access when not needed

Organizing Shared Reports​

  1. Use clear naming
  2. Add descriptions
  3. Use folders logically
  4. Document purpose

External Sharing​

  1. Minimize external shares
  2. Use expiring links
  3. Consider sensitivity
  4. Track distributions

Troubleshooting​

Can't Share Report​

Check:

  • You have sharing permission
  • Recipient exists in system
  • Sharing enabled for report type

Recipient Can't See Report​

Check:

  • Share was saved
  • User logged in
  • No permission conflicts
  • User looking in correct location

Can't Find Shared Report​

Try:

  • Search by name
  • Check Shared With Me section
  • Contact person who shared
  • Verify share notification

Next Steps​