Purpose Statement
Share Settings allow users to control who can view, run, and edit an Ad-Hoc Report. They also determine where the report is organized within the available folder structure.
Properly configured Share Settings help agencies make reports available to the appropriate users while protecting important report configurations from unintended changes.
Background Information
The Settings tab contains the final configuration options for an Ad-Hoc Report. Within this tab, Share Settings control:
- Who can see and run the report.
- Whether shared users can edit the original report.
- Which folders display the report.
- How the report is organized for easier access.
Share Settings are especially important for reports used by multiple users, teams, or departments. They allow report creators to balance accessibility with configuration control.
Share Settings vs. PDF Settings
The Settings tab contains separate options for report sharing and PDF output.
| Section | Purpose |
|---|---|
| PDF Settings | Controls how the report appears when exported to PDF, including orientation, font size, header information, and criteria display. |
| Share Settings | Controls report visibility, editing access, and folder placement. |
Required Permissions
Users must have permission to access the Reports Module and create or edit Ad-Hoc Reports.
Users must also have access to the Data Sources included in the report.
Additional permissions may be required to view reports shared by other users or to modify an existing report. A user must have Reports Module access before a shared report can appear in their report list.
If a user cannot access a report or configure its Share Settings, contact a system administrator to review the user’s assigned role and permissions.
Video
Step-by-Step Guide
Open Share Settings
- Navigate to Reports Module → Ad-Hoc Reports.
- Create a new report or open an existing report for editing.
- Configure the report’s Data Source, Columns, Criteria, Filters, and other settings as needed.
- Select the Settings tab.
- Scroll to the Share Settings section.
Select Report Visibility
- Locate the Sharing options.
- Select the appropriate visibility setting:
- Only Me
- Everyone
- Selected Users
- Review the report’s purpose and data sensitivity before selecting a sharing option.
- Continue configuring editing access and folder placement.
- Save the report.
Sharing Options
| Sharing Option | Visibility | Best Used For |
|---|---|---|
| Only Me | Only the report creator can see and run the report. | Draft reports, testing, personal analysis, and work in progress |
| Everyone | All users with appropriate Reports Module access can see and run the report. | Department-wide and standard operational reports |
| Selected Users | Only users specifically selected by the report creator can see and run the report. | Sensitive, role-specific, or supervisor-only reports |
Share a Report with Selected Users
When Selected Users is chosen:
- Select Selected Users from the Sharing options.
- Allow the user-selection window to open.
- Use the available search or scrolling options to locate users.
- Select the checkbox beside each user who should receive access.
- Select the Blue Arrow to move the users into the selected-users area.
- Repeat the process as needed.
- Select Add to save the user selections.
- Save the report.
Multiple users can be selected before using the Blue Arrow.
Allow or Restrict Editing
- Locate the option labeled Allow other users to apply changes to this report.
- Leave the option unchecked when shared users should only run and view the report.
- Select the option when shared users should be allowed to edit the original report.
- Review the selected users before enabling editing.
- Save the report.
| Setting | Behavior | Recommended Use |
|---|---|---|
| Unchecked | Shared users can view and run the report but cannot edit the original configuration. | Recommended for most reports |
| Checked | Shared users can modify and save changes to the original report. | Collaborative reports maintained by a limited group |
Important: Enable editing access only when shared users are expected to maintain the original report. Changes may affect the report’s columns, criteria, filters, grouping, and settings.
For most shared reports, keep editing disabled and direct users to clone the report before making changes.
Select Report Folders
- Locate the Folder field.
- Select the folder-selection box.
- Review the available folders.
- Select one or more additional folders where the report should appear.
- Confirm the folder selections.
- Save the report.
A report may appear in more than one folder.
Use clear folder names such as:
- Daily Reports
- Monthly Compliance
- Training Analytics
- Supervisor Reports
- Administrative Reports
Save or Run the Report
After configuring Share Settings:
- Review the selected visibility, editing, and folder options.
- Select the appropriate action:
- Play to save and immediately run the report.
- Save to save the report and close the Report Builder.
- Cancel to close the Report Builder without saving the most recent changes.
- Confirm that the report appears for the intended users.
- Test the report from a shared-user account when possible.
Cancel discards changes made since the report was last saved.
Use Case Examples
Personal Draft Report
Scenario: A user is building and testing a report before sharing it.
| Setting | Selection |
|---|---|
| Sharing | Only Me |
| Editing Access | Not applicable |
| Folders | My Reports (default) |
Result: Only the report creator can see and run the report while development and testing are in progress.
Department-Wide Standard Report
Scenario: A monthly incident summary should be available to all users with Reports Module access.
| Setting | Selection |
|---|---|
| Sharing | Everyone |
| Editing Access | Unchecked |
| Folders | "Monthly Reports" |
Result: Users can run and filter the report, but they cannot modify the original configuration.
Supervisor-Only Report
Scenario: A personnel report should be available only to designated supervisors.
| Setting | Selection |
|---|---|
| Sharing | Selected Users |
| Editing Access | Unchecked |
| Folders | "Supervisor Reports" |
Result: Only the selected supervisors can see and run the report.
Collaborative Administrative Report
Scenario: A limited administrative team maintains a report that requires regular updates.
| Setting | Selection |
|---|---|
| Sharing | Selected Users |
| Editing Access | Checked |
| Folders | "Admin Team" |
Result: Selected administrators can edit and save changes to the original report.
Best Practices
- Keep reports set to Only Me while they are being built and tested.
- Confirm the report output before sharing it with other users.
- Keep Allow other users to apply changes to this report unchecked for most reports.
- Direct users to clone a report when they need a customized version.
- Enable editing only for a limited group that is responsible for maintaining the report.
- Use Selected Users for reports containing sensitive personnel, payroll, medical, or administrative information.
- Use Everyone only when the report is appropriate for all users with Reports Module access.
- Use folders to organize reports by function, team, frequency, or purpose.
- Add a clear report description so shared users understand its purpose and data scope.
- Review selected-user access periodically.
- Remove users who no longer require access.
- Establish a report owner when multiple users are allowed to edit the same report.
- Test sharing from another user account when possible.
- Review report schedules after changing visibility or user access.
- Use consistent folder and report naming conventions across the agency.
Troubleshooting & FAQs
Why can’t another user see my report?
Confirm that the report is shared with Everyone or that the user is included under Selected Users. The user must also have Reports Module access and permission to view the report’s underlying data.
Why can a shared user view the report but not edit it?
The option Allow other users to apply changes to this report is likely unchecked. This allows the user to run the report without changing the original configuration.
Someone changed the original report unexpectedly. What happened?
Editing access may have been enabled for shared users. Open the report, disable Allow other users to apply changes to this report, and save it. Direct users to clone the report before making future changes.
Can I see which users have access to a report?
When the report is shared with Selected Users, edit the report and review the Share Settings to see the selected-user list. When the report is shared with Everyone, all users with the necessary Reports Module and data access may be able to view it.
What happens when I change a report from Everyone to Only Me?
Other users will no longer see or run the report. Review any related schedules or workflows after changing visibility.
Can a report be shared with users from another agency?
Share Settings apply within the current agency environment. Users outside that agency must create or receive a separate report within their own environment.
Do Share Settings control scheduled email recipients?
Share Settings control who can see and run the report in Ad-Hoc Reporting. Scheduled report recipients are configured separately.
What is the difference between Only Me and Selected Users?
Only Me restricts the report to its creator. Selected Users allows the creator to grant access to specific users.
Can I change the report’s folder later?
Yes. Edit the report, open the Settings tab, and update the folder selections.
Can a report appear in multiple folders?
Yes. A report can be assigned to more than one additional folder.
What happens when I clone a shared report?
The clone becomes a separate report. Review and configure the clone’s Share Settings before distributing it to other users.
Why does a user still not see a report after being selected?
The user may not have Reports Module access or permission to view the report’s underlying Data Sources. Contact a system administrator to review their Role's access.