Sharing reports with other members

Report sharing lets you distribute a custom report to other members of your account, so everyone works from the same agreed-upon view. Instead of each person building their own report from scratch, whoever creates a report can share it with individual members or entire access groups and choose whether each recipient can view it only or also make changes to it.

This gives your team a single source of truth for reporting: managers can roll out a consistent view to their team, specialists can maintain a report others rely on, and recipients always see the report populated with the data their own permissions allow.

Sharing a report

Any member of the account can share a custom report they've created with any active member of the account. To share a report:

1. Go to the Report center and open the custom report you want to share.

2. Select Share in the upper right corner.

   

3. Choose who to share the report with. You can select individual members or an access group. The groups available depend on the report type:
   • Recruiting reports: all account members, super admins, recruiting admins, recruiting standard, recruiting restricted
   • HR reports: all account members, super admins, HR admins, HR standard, HR restricted
4. For each member or group, choose a permission level:
   • View only: recipients can view the report, but need to save a copy of it to make changes
   • Edit: recipients can make changes to the report, and their edits are visible to the owner and other recipients
     

Note: Report access permissions aren't checked when sharing. If a selected member or group doesn't have permission to access the report, they won't see it until they're granted that permission.

Once a report is shared, the Share action shows an indication, and shared reports display this indication on their report cards in the dashboard as well. Select the Share button again at any time to update who the report is shared with, change permission levels, or stop sharing the report.

Viewing and editing a shared report

Recipients find reports shared with them in the Shared with me folder on the report dashboard, along with an indication of who owns each report. 

Shared reports are also accessible from the reports home page, quick search, and the report picker.

What a recipient can do with a shared report depends on their permission level:

• Recipients with view only permission can save a copy of the report, download it as CSV or PDF, and send it. They can still apply filters or edit widgets, but those changes can only be saved to a new report — they can't update the shared report itself.
  
• Recipients with edit permission have the same actions available as the owner, except for delete and schedule, which only the owner can perform. Editors can save changes to filters, dashboard layout and content, widget configuration, and the report name, and those changes become visible to the owner and other recipients. Editors can also update sharing itself — adding or removing members and groups, or changing their permission level. If an editor removes themselves from a shared report, they'll be prompted to confirm, as they'll lose access.

When an owner or editor renames, saves, or deletes a shared report, they'll see a warning that their change will affect other users of the report.

Parallel changes

If multiple users try to make changes to the same shared report at the same time, the system prevents the most recent save from overwriting an already-updated version. The first user to save succeeds. Other users are notified that they need to reload the report and reapply their changes.

Restricted access to shared reports

A recipient may have partial or no access to the underlying data of a shared report, depending on their own permissions:

• If a recipient has no access to the report's data — for example, an HR report is shared with a member who doesn't have HR report permission — they won't see the shared report at all.
• If a recipient has partial access — for example, they can only see some widgets in a dashboard report — the report still appears in their 'Shared with me' folder, but only the widgets they have permission to view are displayed. In this case, even a recipient with edit permission can't make changes to the report.

Losing access or downgrading plans

If the owner of a report is deactivated, any reports they've shared stop being shared. Account admins can contact support to transfer ownership of a shared report to an active member.

If an account is downgraded from Enterprise (or an Enterprise trial) to Premier or Standard, any reports shared by account members stop being shared.