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Share a report with your team or externally

Use the share dialogue to give colleagues access to a report or generate secure public links and QR codes for external stakeholders.

Audience

This guide is designed for project manager.

Steps​

Step 1: Open the report sharing dialogue​

With your report open, select the share option (for example, a “Share” button or icon) to open the Report sharing dialogue, which displays internal and public sharing options.

Open the report sharing dialogue

Step 2: Switch between internal and public sharing​

Use the Internal and Public tabs at the top of the dialogue to choose whether you want to share the report with people in your organisation or create a public share link.

Switch between internal and public sharing

Step 3: Add internal collaborators and set their roles​

In the Internal tab, choose an organisation member from the list, assign them a role such as Viewer, Editor, or Owner, and save to grant them access to the report.

Add internal collaborators and set their roles

Step 4: Review and update existing internal access​

From the Internal tab, review the list of users who already have access, adjust their roles where necessary, or remove them if they no longer need access; save to apply the changes.

Review and update existing internal access

Step 5: Configure public access type and restrictions​

In the Public tab, select the access type (public, email-gated, or password-protected), then optionally set a password, allowed email addresses, expiry in days, and a maximum number of accesses to control how the link can be used.

Configure public access type and restrictions

After configuring access, create a new public share to generate a unique share URL for the report, which appears in the list of public shares along with its settings and status.

Create a public share link

Step 7: Copy the public share URL​

From the list of public shares, use the copy action next to the relevant entry to copy the share URL to your clipboard, and then paste it into an email, chat, or document for your audience.

Copy the public share URL

For a chosen public share, generate a QR code so that people can access the report by scanning it, and download the QR image file for use in presentations, printed materials, or other documents.

Generate and download a QR code for a share link

Step 9: Close the sharing dialogue​

When you have finished managing access and links, close the sharing dialogue to return to your report with the new sharing settings in effect.

Close the sharing dialogue

Last updated: 2026-02-04