Share a report – Report Designer

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

Before you begin

Role required:

The following roles can share reports:
These roles can/cannot share:
report_admin report_global report_group report_publisher report_scheduler report_user
When shared with: Everyone

Yes

Can share with: Everyone/Groups/Users/Roles

Yes

Can share with Everyone

No No No No
User (user name assigned the role) Yes No

Yes

Can share with: Groups/Users

No No No
Group User belongs to Yes No

Yes

Can share with: Groups/Users

No No No
User does NOT belong to No

For more information about roles that can share reports, see Administering reports.

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.

Procedure

  1. Navigate to 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 (reference 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 reports that you created.
    • Everyone All users can view the report. If roles are selected from the Roles field and added to the Role required list, only users with 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.

    Groups

    Groups whose members are authorized to see the report.

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

    Users

    Users who are authorized to see the report.

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

  4. Click the Sharing icon (reference sharing icon) and select Add to Dashboard or Publish.
  5. Share the dashboard or share the URL of the published report with the user, role, or group with whom you have shared the report. See Share a responsive dashboard or Control access to a non-responsive dashboard.
    The people with whom you share the report must have rights to view the report data.