Sharing custom reports and dashboards

Overview

Custom reports and dashboards start out visible only to you. Sharing gives colleagues access, and the access level you pick decides whether they can view, edit, or manage what you built.

In this article, we'll be covering access levels, how to share a report or dashboard, why a colleague may be missing from the share list, and what you can and can't change on gaiia's built-in reports.

Understand access levels

• Viewer can open the report or dashboard, use its filters, and download it.
• Editor can also explore the data and change the report.
• Manager can also delete it and manage who has access.

Sharing controls who can open a document. It does not change which data a person is allowed to see; that comes from their gaiia permissions. A shared report can look different, or partly blank, to a colleague with fewer permissions than you. See Why a viewer sees "Restricted view" or blank tiles.

Share a report or dashboard

1. Open the report or dashboard.
2. Open the File menu and select Share....
3. Under Share with users or groups, enter the people or groups to add.
4. Choose an access level for each.
5. Select Share.

At the bottom of the dialog, the visibility menu sets where the document lives:

• Personal: only you and the people you shared it with can find it.
• Shared: available to everyone in your organization who has access to the Reports page.

Sharing a dashboard shares its latest published version. Edits you make in a draft stay private until you publish them.

Fix a colleague missing from the share list

A person appears in Share with users or groups only after they have opened the Reports page at least once. Their gaiia role and permissions alone are not enough: that first visit is what creates their Analytics profile.

If someone is missing:

1. Confirm they have Analytics or Reports permissions in gaiia.
2. Ask them to sign in to gaiia and open Reports.
3. Close and reopen the share dialog. They now appear in the list.

Know what you can change on built-in reports

gaiia's built-in dashboards and reports are shared with every organization and are read-only. You can't rename, edit, or delete them, and the Share... option is not available on them.

To adapt a built-in report:

1. Open the built-in report.
2. Select View in workbook on the tile you want to start from.
3. In the workbook, open the File menu and select Save as....
4. Add or remove fields and filters.
5. Save it under Custom reports. This copy is yours to edit and share.

A built-in report's owner shows as gaiia; a report you saved shows your organization as owner. That's the quickest way to tell which one you're looking at.

If you believe a built-in report itself should change for everyone (a missing column, a wrong label), send the request to support@gaiia.com.