In Productive, sharing reports allows you to manage who can view and edit reports within your organization.
This feature ensures that the right people have access to the necessary information without compromising the integrity of the report.
Accessing the Report Sharing Functionality
To share a report:
Open the report.
Click the sharing icon in the upper right corner of the report page to access sharing options.
Select the individuals or teams you wish to share the report with from the dropdown list.
Selecting Users to Share With
After clicking the sharing icon, you’ll see a dropdown with individual users or teams who already have report access. Note that:
Only users with permission to see reports in Productive will appear here.
Only users with specific permissions for the report data source (e.g., tasks, projects, budgets) will appear in this list.
Available Access Levels
When you share a report, you can choose from the following access levels:
Can View: The user can view the report and temporarily adjust elements like filters and display fields. However, they cannot save changes, set up a Pulse for the report, adjust sharing settings, or make permanent modifications.
Full Access: The user can view, edit, add, delete the report, modify its content, and configure Pulses for the report.
Checking the Access Level
After sharing a report, you can check the access level for each user or team.
If you share the report with a team, but not all members have the required permissions, you'll see how many members have View or Full Access.
For example, if the Design Team has 6 members, but only 4 have access to the report, this will be shown.
To view who exactly has access to the report (other than the report creator), select the "Who can access?" option. You'll see a list of individuals by name.
Permissions and Data Sources
Report-sharing functionality in Productive depends on the permissions set associated with each user and the specific data sources included in the report.
Understanding these permission sets ensures you grant the right level of access to each user, maintaining both data security and efficient collaboration.
For more details on managing permissions and data sources, see our guide: Sharing Reports: Permissions and Data Sources Explained.
Modifying User Permissions or Access Levels
You can modify a user’s report access level or data-source permissions at any time if their role changes or they require different report access.
Adjusting permissions will immediately affect what the user can do with the report.
Removing or Modifying Access
To remove a user from a report or change their access level, click the access dropdown next to their name and choose the appropriate option.
Best Practices for Report Sharing
Assign access based on roles
Provide "Full Access" only to users who need to edit the report, and "Can View" access for those who only need to see the data.
Review permissions regularly
Periodically check and update user permissions to ensure everyone has the appropriate level of access.
Limit access to sensitive reports
For reports with confidential or sensitive information, restrict access to only a few select users.