Sharing PowerReports

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You can share a PowerReport with other users, send a direct link to a PowerReport by email, or export a PowerReport as a PDF or PPTX.

Sharing a PowerReport

You can share any PowerReport that you own with other users.

You can share a PowerReport with other users if you meet the following conditions:
  • You are the owner of the PowerReport.
  • You have the PowerReport Edit work role.
  1. To open the PowerReports page, click the PowerReports quick link or, from the main menu, click Report > PowerReports.
  2. In the grid, select a report in the grid that you own. Your name is listed in the Report Owner column.
  3. Click Actions > > Sharing. A window opens.
  4. In the window, select your required sharing options:
    All users
    Shares the report to all users in the organization.
    Access level
    Shares the report to all users with the selected access level.
    Work role
    Shares the report to all users with the selected work role.
    Users
    Shares the report to the selected users.
  5. Click Save.
  6. If you need to stop sharing a report, repeat the previous steps and, at the prompt, confirm that you want to stop sharing.

When you share a report, it is immediately visible to the users who meet the selected criteria.

Sharing a link to a PowerReport

You can share a report by creating a direct link to the report and sending the link to contacts by email.

You select contacts in IBM® ESG Suite to receive the report link. When the contact clicks the link, a one-time passcode is generated. The passcode is sent to the same email address that the link was sent to. The contact enters the passcode to unlock the report. The passcode is only applicable for a one-time use. If the contact wants to view the report again, the contact clicks the link in the email, which generates a new one-time passcode.
Note:
  • A system administrator can select any contacts that are set up in the organization from the Mail to pick list. General and ViewOnly users can only select themselves. This restriction is in line with the functionality of other reports and dashboards in Envizi ESG Suite.
  • When a PowerReport is shared, it uses the permissions of the user who shared the report and therefore the viewer sees all the data in the report as per the permissions of the sharer.

When you generate a link, the link expires in 30 days. When it expires, you must generate a new link to open the report.

  1. In the PowerReport, click The Share icon from the menu bar of the report to open the Share dialog. After you edit and save a report, you might need to refresh the page to see the Share icon.
  2. In the Mail to list, select one or more recipients for the report link.
  3. Click Share. An email is sent to the recipients with a link to the report.

When a contact receives the email, the contact clicks Go To Report. A onetime passcode is sent to the email address of the contact. The contact enters the code to open the report. If the passcode is valid, the report opens.

Exporting a PowerReport as a PDF or PPTX

You can export a PowerReport to a PDF or a PPTX file.

Open a PowerReport. In the global search field, select Reports, enter the name of a PowerReport. Select the report in the grid to open it.

PPTX is a Microsoft PowerPoint file. You can choose to send the report now or to schedule when to export the report. When you create a schedule, you create a reoccurring export that sends the report to a recipients inbox at a specified frequency.
Figure 1. Export settings
A Screenshot of the export settings.
Note: A system administrator can select any contacts that are set up in the organization from the Mail to pick list. General and ViewOnly users can only select themselves. This restriction is in line with the functionality of other reports and dashboards in Envizi ESG Suite.
  1. In the PowerReport, clickThe Export file icon from the menu bar of the report to open the Export dialog.
  2. Select the format to export the file in. Choose either to export the file as a PDF file or as a Microsoft PowerPoint file.
  3. Choose whether to export the file with current values or default values.
  4. Choose whether to send the report to participants now or whether to define an export schedule.When you schedule an export, you select a frequency, for example, weekly, and a start date.
  5. Add a description.
  6. Select the page rage.
  7. Select who to send the report to.
  8. Click Export. The file is delivered to the user by email and is provided as an attachment in the selected format.

If you create a schedule for the report, you can manage the schedule from the Scheduled Reports and Dashboards page. From the main menu, click Admin > Scheduled Reports & Dashboards.