Share a report

  • Release version: Xanadu
  • Updated October 21, 2024
  • 3 minutes to read

    • Control which users and groups can see a report in their Reports list.

    Before you begin

    Role required: report_admin, report_global, or report_group.

    This topic refers to Reporting in the Core UI. If your instance is migrated to Platform Analytics experience, see Share a data visualization in the Visualization Designer.

    The following roles can share reports:
    Role Report sharing permissions
    report_admin Can share a report that is shared with the user, any group, or everyone. This role can share with:
    • any user
    • any group
    • everyone
    The report_admin can also edit reports.
    report_global
    • Can share a report that is shared with everyone. This role can share with everyone.
    • Cannot share a report that is shared with the user or a group
    The report_global user can also edit reports that are shared with everyone.
    report_group
    • Can share a report that is shared with the user, or a report shared with a group the user belongs to. This role can share the report with:
      • any user
      • any group
    • Cannot share a report that is shared with everyone, or with a group the user doesn’t belong to.
    The report_group user can edit reports that are shared with the groups they are members of.
    report_publisher No sharing permissions.
    report_scheduler No sharing permissions.
    report_user No sharing permissions.

    About this task

    You can control who sees reports by making them:
    • Globally visible to all users
    • Visible only to you if you are the report creator.
    • Visible to one or more specific users
    • Visible to one or more specific groups
    Note:
    The permissions of a report can constrain the number of users or groups you can share a report with. For more information, see Restrict report creation with an ACL rule.

    It is not possible to grant edit rights on a report when you share it.

    Procedure

    1. Navigate to All > Reports > View / Run and select the report you want to control.
    2. In the upper right side of the report form, click the Sharing icon (Sharing icon) and select Share.
    3. In the Sharing settings dialog box, fill in the fields and click OK.
      Table 1. Sharing settings
      Field Description
      Visible to
      Users to whom the report is available. You can select the following options:
      • Me Only you can view the report. This option is only available to you on the reports that you create.
      • Everyone All users can view the report. However, you can select required roles, and only users with at least one of those roles can view the report.
      • Groups and Users Only specific groups and users can see the report.

      The Groups and Users option is visible to users with the report_group role.
      Requires role

      (Optional) Roles from the Roles [sys_user_role] table. If you select any roles, a user must have at least one of them to view the report. If you do not select a role, all users can view the report.

      You can specify required roles only for reports that are otherwise visible to Everyone. If you modify such a report to be shared with specific Groups and Users, the required roles no longer apply.
      Groups

      Groups whose members have permission to see the report.

      This field is available when the Groups and Users option is selected.
      Users

      Users who have permission to see the report.

      This field is available when the Groups and Users option is selected.
    4. Click the Sharing icon (Sharing icon) and select Add to Dashboard or Publish.
    5. Share the dashboard or share the URL of the published report.
      You can share the URL of the published report with any user, role, or group with whom you have shared the report.

      To publish a report, enable the property glide.report.published_reports.enabled. For more information, see (Legacy) Publish a report.

      The people with whom you share the report must have rights to view the report data.