Share Report Versions

About Sharing Report Versions

Report Versions are saved filter settings that can ensure the right insight gets to the right people. For example, an Annual Employee Satisfaction report that only shows the Sales department responses should only be seen by the Sales manager. This article will teach you how to share these versions.

Share Versions Manually

You can share report versions with other organization members, to ensure that the right insights are read by the right people. To share your report versions, you have to:

  1. Go to your report and select readers on the side menu. If the menu is closed, click on the menu icon () to open it first.
  2. Click on the dropdown menu and select versions.
  3. Click on the version you want to share.
  4. Click on reader access and then on the add readers icon (BluePlusIcon.png).
  5. Select the organization members you want to share the version with and click add readers.

Report versions have a limit of 500 readers.

Share Versions in Bulk

If you already know who is supposed to get what, i.e. that the Annual Employee Report showing the sales department needs to be shared with the Sales Manager, etc. then sharing versions in bulk with a CSV file is the way to go.

CREATE THE CSV FILE

Your CSV needs to include two headers:

Version IDs
It refers to the unique version ID for the version you are sharing. If you created the versions in bulk and added version IDs to the CSV, you already have them!

In case you don't, all you have to do to find the version IDs you have to:

  1. Go to your report and select readers on the side menu. If the menu is closed, click on the menu icon () to open it first.
  2. Click on the dropdown menu and select versions.
  3. Click on the version to view the ID.

Personal IDs
It refers to the personal IDs of the organization members you're going to share the versions with. To find the personal IDs you have to:

  1. Go to your organization and select members on the side menu. If the menu is closed, click on the menu icon () to open it first.
  2. Click on a member to view their personal ID.

BULK SHARE VERSIONS

Now you're ready to upload the CSV file and share the versions in bulk. All you have to do is:

  1. Go to your report and select readers on the side menu. If the menu is closed, click on the menu icon () to open it first.
  2. Click the add readers button. 
  3. Click on share versions.
  4. Upload your CSV file.
  5. Map the fields by linking the fields from your CSV file on the right to the report version fields on the left.
  6. Once you're done mapping the fields, click next.
  7. Review the imported information and click share.

Report versions have a limit of 500 readers.

Data Update in Shared Versions

To make sure that version readers are seeing the newest data, we have the auto-update data for shared charts and reports setting in reports activated by default. This setting updates report data every 10 minutes when a reader is viewing the version for no more than an hour. To request new updates, the reader has to refresh the page.

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