Sharing reports with your team

A saved report starts out private: only you can see it. You can publish it to the whole organization, or grant access to specific teams and people. That settles the problem of everyone running their own numbers: the figure the team argues about now comes from the same report, with the same filters.

An argument about a number is almost always an argument about a filter. When everyone builds their own analysis, two reports with the same name produce different totals and the meeting turns into an audit. Sharing the saved report settles it: the filters travel with it, and everybody opens exactly the same query.

Saving a report

1. In the menu, open Reports.
2. Build the analysis: pick the object, the grouping, the measure and whatever filters you want.
3. In the name field, type what the report will be called.
4. Click Save. It appears just below, under Saved reports.

Publishing to the organization

Next to the name field there is a Share with the team checkbox. Tick it before clicking Save and the report becomes the organization's: everyone sees it in the list, marked with the 👥 Team badge. Without the checkbox it stays private and shows up labeled Personal.

That checkbox only appears for people who administer settings. If you do not see it, your report will be private, and the way to share it is the team or person sharing described below.

Sharing with teams or people

1. Under Saved reports, find the report and click Share.
2. In the Share report window, pick a team from the list and click Add team, or pick a person and click Add user.
3. To take someone's access away, click the ✕ next to their name.
4. Close the window with the Close button, the ✕ in the corner or the Esc key.

Whoever receives the share can view and run the report, but cannot edit or delete it. The teams used here are the same ones from Settings, so simply adding someone to the team grants the access.

Who can do what

• Creating and saving a private report: anyone with access to Reports.
• Ticking Share with the team: only people who administer settings. If anyone else tries, the report is saved as private.
• Sharing with teams and people, and deleting: the owner or the author of the report. For organization reports, whoever administers them.
• The Share and Delete buttons only appear on reports that are yours.
• The report respects the access of whoever opens it: each person sees the data their own role could already see.

Common questions

• I shared it and the person sees nothing in the report. Sharing grants access to the report, not to the records. If their role cannot read that object, the result comes back empty.
• I deleted an organization report, now what? It disappears for everyone. There is no trash for reports, so rebuild the analysis and save it again.
• Can I share only the result, without granting access? Yes: use the export buttons on the Reports screen itself and send the file.

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