Share a Custom Report
Report sharing controls who can open the report. It does not grant staff access to records or fields that their role cannot otherwise view.
Set report visibility
Section titled “Set report visibility”- Open the report and choose its edit control. You need report-management permission.
- Under Visibility, choose:
- Private to keep the report available only to its creator.
- School Shared to make it available to staff who have permission to view reports.
- Save the changes.
A private report does not appear for other staff. A school-shared report can appear in their Custom Reports list, but permission checks still apply to its views, fields, and actions.
Report visibility is not view visibility
Section titled “Report visibility is not view visibility”Each view also has its own Personal (only me) or Shared (all viewers) setting:
- The report must be School Shared before other staff can open it.
- A Personal view remains visible only to its owner, even inside a school-shared report.
- A Shared view can be seen by report viewers who also meet the view’s permission requirements.
Use a personal view for your own layout or analysis. Use a shared view when the team needs the same report tab. For details, see Manage Report Views.
Review data access before sharing
Section titled “Review data access before sharing”The report builder offers only records and fields available under your permissions. Other staff may have a narrower set of permissions, so they may not be able to open every view or see every block. The report does not bypass their role permissions.
Before sharing:
- Remove columns and calculations that staff do not need.
- Check each block’s filters and the date period they cover.
- Ask a staff member with the intended role to open the report and confirm that the relevant views and data are available.
- If they cannot access it, ask an administrator to review their role rather than changing permissions solely to make one report visible.
School sharing makes a report available within your school; it is not a public link.