Report sharing
There are multiple methods to share a single report, or all reports inside a report group. Lets go through them one by one.
Sharing a single report
Sharing with user groups
You have two options here, share with a user group or individual users.
We recommend to create user groups because they make your life easier. Users can be in multiple groups and when added to a group they automatically have access to all reports shared with that specific group. The same works the other way around. Remove a user from a group and they lose access to the reports immediately.
You add user groups by navigating to the ‘User groups‘ item in the menu. After creating a group, return to your report configuration and add the group(s) with the Add groups + button.
Sharing with individual users
We recommend this option when you want to set user specific parameters for this report. Maybe you want to set a default filter option based on the user that accesses the report. This can be done with report parameters or with RLS. Both are supported by DataTako.
Add individual users by clicking on the Add users + button. You can either add existing users from your organisation or invite new users by just typing the email address and pressing tab or enter. New users are added with the ‘viewer’ role by default. You can always change this in the user management. Learn more about roles here.
Share a report group
Lets check out this example. We have a report group called ‘Management reports’ with 5 reports.
We also have a user group called ‘Management team’. Instead of having to add the management team group to each report, we can share this entire report group with the management team, in one go.
Click the pencil button in the report group header:
In the dialog that appears we select the ‘Management team’ as user group:
Thats it, now all reports inside this report group are accessible by the users in the management team group.
The overview now shows that each report is accesible by 5 people (in this example we have 5 people in the user group):
Access overview
Because DataTako has a very flexible sharing setup, allowing you to combine report group sharing with individual report user and group sharing, you might lose track of whom may access a report inside a report group.
Open the access overview to quickly see all access for each report inside a report group.
After opening the access overview we see this:
As you can see in the overview, 5 people have access to everything inside this group because they have ‘report group access’.
If you also share an individual report with an additional users, it might look like this:
As you can see we also have a ‘direct user’ on the sales & returns report.
