In this article, you will learn how to effectively utilize the Share Reports feature in the online reporting system.
Overview
The Share Reports feature enables the report administrator to securely share reports with others using a unique link. With this feature, the report administrator has full control over the level of reporting access granted to each individual.
Click on the Share Reports tab, then click Send Email.
Click on the "Contacts for this Order" drop-down to see contacts from previous orders. If the contact you would like to grant access to is not on the list, or no names are listed, click the "New Contact button.
Add the new contact’s first name, last name, email address and click Save.
The contact will be added to the message recipients box. Click the next button.
You have the options to give access to all reports, specific reports or use previously set access rights. All reports access is most commonly given.
If you choose specific reports, you must use the checkboxes to choose what reports and filtering will be allowed for the contact. If you do not allow filtering of either kind, the contact will not be able to drill down into the data and will only be able to view aggregate reporting.
- Allow only Filtered Respondents: Selecting this option will prohibit a viewer from viewing the reports for the entire set of survey respondents.
- Allow Filtering (most commonly used): When this option is checked, the contact has the ability to view reports one population (e.g. question, unit) at a time.
When you Click Next, the email is immediately sent to the contact containing a link to the allowed reports.
To view/edit report access given, click on Manage Contacts. Here you can view contacts previously emailed. Click the pencil/pad icon to edit access or the red X to delete access. Other available options are: Delete All Contacts, Revoke All Report Access, add New Contact, and Upload List of contacts.
Click on the gray link icon and a pop-up window will appear allowing you to copy and paste the report viewing link for that contact. You can copy the link (ctrl+c) and paste (ctrl+v) to send it directly, or use the Send Email described above to send an email.
