This article explains how to share a report with other employees, allowing them to either view the report or make changes to it.

 

Before you start

• Permissions:
  
   
  • Reports: You need permissions to create a report, and you must also be the owner of the report to share it.
  • Legacy custom reports: You need to be an Administrator to share a legacy report.
     

Reports

Share a report for viewing

1. Go to Analytics > Reports.
2. Open the relevant report and click Share.

3. Enter the name of the employee you want to share the report with. Add as many employees as needed. Alternatively, select full teams or departments to share the report with all their members.

   Note:
   You can only share reports with employees who have an Active or Leave status.

4. Select View next to the search bar.
5. Optionally, add a message to provide more context to the employee.
6. Click Share.

The other employee now can:

• Access the Reports tab in the Analytics area.

• Open and view the specific report.

  Note:
  If employees can see a shared report in the Analytics area but cannot view or edit its data (for example, the Salary column appears locked or they can only see their own salary data), it is because employees cannot access data for which they do not have permission. You must also grant access to the relevant employee attribute data.

To revoke access, open the report and click Share. You see a list of employees with access and can remove the specific employee from the list.

 

Share a report for editing

1. Go to Analytics > Reports.
2. Open the relevant report and click Share.

3. Enter the name of the employee you want to share the report with. You can also share the report with full teams or departments. Alternatively, select full teams or departments to share the report with all their members.
    

   Note:
   You can only share reports with employees who have an Active or Leave status.

4. Select Edit next to the search bar.
5. Optionally, add a message to provide more context to the employee.
6. Click Share.

The other employee now can:

• Access the Reports tab in the Analytics area.
• Open the shared report and:
  • Add or remove attributes they have access to, and adjust the layout.
  • Save changes to update the report for all users with access.

  • Make a personal copy, rename it, and become its owner, with full sharing and access control. (They must have general permissions to create reports to perform these actions.)

    Note:
    If employees can see a shared report in the Analytics area but cannot view or edit its data (for example, the Salary column appears locked or they can only see their own salary data), it is because employees cannot access data for which they do not have permission. You must also grant access to the relevant employee attribute data.

To revoke access, open the report and click Share. You see a list of employees with access and can remove the specific employee from the list.

Legacy custom reports

Share a report for viewing

1. Go to Analytics > Reports.
2. Open the relevant report and click Sharing options.

3. Enter the name of the employee you want to share the report with. Add as many employees as needed. Alternatively, search for employees by position.

   Note:
   You can only share reports with employees who have an Active or Leave status.

4. Click on Save changes.

The other employee now can:

• Access the Reports tab in the Analytics area.
• View the specific legacy custom report in the Reports tab.

To revoke access, open the report and click Share options. You see a list of employees with access and can remove the specific employee from the list.

Share a report for editing

Sharing reports for collaborative editing is not supported for legacy custom reports. As a workaround, you can grant employees permissions to create a report. With this permission, they can view and edit all existing custom reports.