Share a report

You can share a configured report with one or more user groups to ensure everyone sees consistent data. Users will see the report in the Reports module, in the section Reports Shared with Me. Notifications or emails are not sent when a report is shared. 

Key points

  • Shared reports help teams access the same filters and setup.
  • When a user is marked inactive:
    • Their shared reports remain visible to others.
    • An Administrator can edit or disable shared reports.
The person viewing the shared report may see different results if they don't have the same permissions as the report creator.

View a shared report

With the Shared Reports: View permission, you can:

  • See and run shared reports.
  • Use reports created by others, such as a manager.
  • Hide shared reports from your view if you don't need them.

Edit a shared report

With the Shared Reports: Edit permission, you can:

  • Update report filters.
  • Change the report name.

⚠️ Changes apply to all users who can access the report. Only assign this permission to experienced users.

Create a shared report

With the Shared Reports: Create permission, you can:

  • Share any saved report with one or more user groups.

This permission is typically given to expert users, such as department supervisors.

Report administrator

The Report Administrator: Manage permission allows full control over all shared reports. With this permission, you can:

  • Edit or delete any shared report, regardless of who created it.
  • Add or remove user groups from a shared report.
  • Unshare a report completely.

This powerful permission is typically assigned to a department manager or other trusted administrator.

Steps to share a report

  1. In the Reports module, select a report in My Reports
  2. Click More actions and Share....
  3. Add one or more user groups.
  4. Click Share.

Unshare a report

  1. Select the shared report.
  2. Select More actions and Share....
  3. Click the word Unshare.
  4. Select Unshare. All users lose access to the report.

Manage shared reports

If you don't want to see a shared report you can hide it from your view. 

Select Show All Reports Shared with Me to see your hidden and visible shared reports.