Skip to main content

Share a report internally and publicly

Use the share dialog to give colleagues access to a report, create public share links, and manage QR codes and permissions.

Audience

This guide is designed for project manager.

Steps​

Step 1: Open the report share dialog​

From an open report, select the sharing option (for example a Share button or icon) to open the share dialog without leaving the report.

Open the report share dialog

Step 2: Review existing internal access​

In the Internal tab, review the list of team members who already have access, including their current roles such as Viewer, Editor, or Owner.

Review existing internal access

Step 3: Add a team member and choose their role​

Select a colleague from the organisation member list, choose an appropriate role (Viewer, Editor, or Owner), and confirm to grant them access to the report.

Add a team member and choose their role

Step 4: Update or remove internal sharing​

Adjust an existing user’s role to change what they can do with the report, or remove them entirely if they no longer need access.

Update or remove internal sharing

Step 5: Switch to public sharing options​

Open the Public tab to view and configure public share links for the report, including any existing links and their current status.

Switch to public sharing options

Step 6: Choose the type of public access​

Select whether the report should be fully public, restricted by email sign-in, or protected with a password before anyone can view it.

Choose the type of public access

Set an optional password, allowed email addresses, expiry in days, maximum number of views, and add a custom title or description for the public link.

Configure public link security and limits

Save your public sharing settings to generate or update a share link, then confirm that the link is active and ready to use.

Generate a new public share link

Step 9: Copy the public share URL​

Use the copy link action to place the public URL on your clipboard and share it with stakeholders by email, chat, or documentation.

Copy the public share URL

Step 10: Generate and download a QR code​

Create a QR code for the public share link and download it as an image so it can be printed or embedded in presentations and reports.

Generate and download a QR code

When the share is no longer needed, revoke the public link so that anyone with the URL or QR code can no longer access the report.

Revoke a public share link

Step 12: Save changes and close the dialog​

Confirm that all sharing updates have been applied, then close the dialog to return to the report with the new access settings in place.

Save changes and close the dialog

Last updated: 2026-07-31