Sharing assets from Team content via email

You can share Cognos® Analytics report outputs or dashboards in the Team content folder by Email.

Before you begin

Your administrator must configure a mail server before you can use this feature.

About this task

Cognos Analytics allows you to select share icon

Share in an asset's context menu from several access points:

the Team content folder
the Home page, in the list of recently opened assets
the Search results pane

Note: The following task describes accessing the context menu from the Team content folder. However, you can use any of the access points listed above.

Procedure

Save your dashboard or report output in the Team content folder.

Tip: Other users are not authorized to open content in your My content folder.
Navigate to the saved asset in the Team content folder.
Click the More icon for the asset and then, in the context menu, click Share.
Tip: A different Share icon appears in the application bar at the top of your window when you are viewing content on your canvas:
- If you are editing a new report or dashboard on your canvas and you click the Share icon in the application bar, the Share panel only allows you to share the content from your current view. Previously saved report output cannot be shared by clicking the Share icon in the application bar.
- If you are viewing a saved report output PDF and you click the Share icon in the application bar, the Share panel only allows you to share the saved PDF version as a link or an attachment.
In the Share panel, click the Send tab.

Tip: If the Send tab does not appear, the administrator did not configure a mail server and did not configure a collaboration platform.
Click Email.

Tip: If Email does not appear as a platform, your administrator did not enable content sharing by email.

The Share with email panel appears.
Search for a recipient name, group, role, distribution list, or contact and then click Directory. Repeat this step as necessary.
Tips:
- To add an external email address, enter the full address and then press Enter.
- If you start typing someone's name that you emailed recently, the full name quickly appears and you can select it.
- You can narrow the search results and speed up retrieval time by typing more characters in the recipient fields.
- Search results appear for all namespaces that you are logged into. You may need to scroll to see results for a different namespace.
- You can also browse for a recipient, by clicking Directory > namespace.
  To quickly find an entry:
  
  Type text in the Find field.
  
  You can click the Search Method icon to find entries that either contain, start with, or are an exact match with the text that you type.
  
  Click the filter icon to narrow the view of entries.
Keep the default subject or enter a new one.
Enter the message that you want to send.

Tip: To format your message, use the Styles and Format buttons.
Select Include link if you want your recipient to click a link to your content.

Tip: Include link appears only if your content is located in the Team content folder. Other users cannot link to content located in My content.
If report output exists in a valid attachment format, you can attach one or more outputs to your email.

Tip: For more information, see Valid report output formats for email attachments.
1. Select Attach report output.
2. Click Add.
  The Pick report output panel appears. Each output option appears only if it already exists as a saved report output. However, HTML format cannot be attached to an email.
3. Select a report version.
4. Select a burst key, if the field appears in the panel.
5. Select a format.
6. Select a language.
7. Click Add.
8. If there are additional version outputs that you want to attach, repeat steps 10.b to 10.g.
9. Click Done.
Click Send.

Results

Your message is sent to your selected recipients via email.