Changing report visibility: Best when you want to permanently add your report to the conmpany reports list
Report URL: Best when you want your colleaguewith portal access to see your report one time
Public URL: Best when you want to display an automatically refreshing report/dashboard on a public screen without drilldown abilities
Email reports: Best if you want to share a report/dashboard on a regular basis as a pdf of Excel into the recipient's email
Export a report as pdf or Excel: Best if you want to share an excel or pdf file one time by email, teams, or any other external communication method
Report visibility settings
If you created a report you want to permanently save for the whole company, or a team to view, a company or a team admin can change the report visibility from the report creation/report editing panel, just below the report name. One can also only make the report visible to certain teams or users by selecting "Company report", select Yes from the Restrict Access buttons, and then select the teams or users you want to make the report visible for.
A normal user cannot make a report visible for the whole company or a team (unless they are a team admin). But they can send the report URL to a company or team admin, who then can adjust the visibility settings.
Once the visibility setting is changed, the report will move from under "My reports" to the teams folder, or under "Company reports". The it can be further moved into a subfolder from the "Manage folders" button next to the folders header.
Report URL
The best way to share a one time report to a colleague with access to the portal is to simply copy the URL of your browser's address line, and sending that to the colleague. The colleague will then be able to open the exact report given that they have the necessary access rights. Please note, that if you've placed filters on that report, but not saved those, the filters will not be passed on to the colleague. So in case you want the filters to apply, save the report first and only then copy the URL.
If the colleague does not have access to all of the stores, for example, the same report will still open up, but the metrics will only display data for the store(s) the colleague does have the rights to see.
Public URL
This button will generate a link to an automatically refreshing report, which does not have the normal filtering/drilling down capabilities. This sharing option works best eg. when you want to display in the office lunchroom television screen how your sales campaign is going, or what the copany's monthly KPI's look like.
This URL does not require the viewer to have access to a portal, so it will also work, if you want to share eg. a Suppliers KPI's to the supplier. They will not be able to navigate to other reports, or drill down via this link. The link will work as long as the report exists in the portal.
Email reports
If you have a report or a dashboard that you want to be regularly sent to a colleague/a team/an external stakeholder, an admin user can add any company/partner report as a pdf or excel attahment to an analytic post. This is how:
Create a new analytic post or edit an existing one
Name the report and Choose the sending interval
Add a section "Report attachment.."
Select which report/dashboard from the dropdown menu (NOTE only company or team reports will appear in this list)
Save the report
Add this report to a users' or teams email subscriptions from user/team settings panel
Export a report as pdf or Excel
You can download a report or a dashboard to your device either as Excel or pdf from the download button next to the report/dashboard name, or behind "FIlters" button.
Once the file is downloaded, all normal sharing option apply. Normally dashboards work best as PDF exports, and tables/corsstabs work as excels. But you can also export a dashboard as an excel, which will then have one tab per dashboard component.
We are continuously developing our features, so you are very welcome to give us new sharing ideas via support@zoined.com !