Sharing reports

Sharing a report and sending somebody a copy of it are different things, and so is having it emailed on a schedule. The one thing common to all three is that people see their own data through it, not yours.

Sharing a report

1. Open the report and choose to share it.
2. Choose the person or the role to share it with.
3. Choose Can view or Can edit.

There is one report and everybody is looking at the same one. Somebody with Can edit changes it for everyone, including you.

Sending a copy instead gives that person their own report, which stops matching yours the moment either of you edits it. A copy goes to one person and never to a role.

Everybody sees their own rows

This is the part worth understanding before you share anything. The report definition is shared; the data is not. Whoever opens it sees the rows their own visibility allows, so the same report can show you four hundred people and show a manager eleven.

So sharing a report is not a way to give somebody access to data they could not otherwise see.

Sharing a dashboard

Sharing a dashboard also gives view access to every report pinned on it, including reports you do not own, and you are asked to confirm that separately.

A report you leave out of the share still appears on their dashboard, shown as unavailable rather than empty, so they can see that something is there and ask you for it.

Taking access away

Revoking a share stops it at the next scheduled send and removes the report from their dashboards. Anything already emailed to them stays emailed: nothing is recalled.

To have a pack of reports emailed on a cadence instead, see Scheduling report deliveries.