Share and Subscribe to Reports in Report Studio

In this article we will discuss:

• Sharing Reports in Report Studio
• Transferring Ownership of a report in Report Studio
• Subscribing to a report in Report Studio (Subscriptions)

ClickTime’s Report Studio simplifies collaboration by enabling users to securely share reports. Reports can be shared directly from the icons on the cards on the Report Studio library page or through the report details panel. Users can also share while viewing a report by navigating to File > Subscribe to open the share modal.

Sharing

To begin, select the Share action, which opens a modal where you can search for and select users and user types across your account.

Each user’s role and division are shown to help identify recipients. 

Permissions can be set to View or Edit and can be modified or revoked at any time. However, the report owner retains full access unless ownership is transferred.

Once users are selected, click Share to add them to the list and Save to finalize. Users with Edit permissions can modify the report, while those with View permissions can only review the data.
When access is revoked, the user immediately loses the ability to view or edit the report, depending on their assigned permissions. This ensures report security and access control.

PLEASE NOTE: If a report is shared with a user using the Edit permission but their personal Security & Permissions do not support this, they will only have View access to the report.  For more details on Security & Permissions as it pertains to Report Studio users, see our article here.

Transferring Report Ownership

At this time, direct transfer of ownership is not supported.  

The best way to approach this under current functionality is to have the current owner of the report share it to whomever is the new owner and have that new owner make a copy of the report, which they would have full control of.

To copy a report, click the copy button , rename the report and click "Duplicate Report":

Subscribing

Report Studio allows users to set up recurring report deliveries through subscriptions (also commonly referred to as scheduling a report).  To subscribe to a report, open the report, and click on the "Share" icon in the upper right corner of the screen, followed by the "Subscribe to Dashboard" option:

This will open the subscription modal, which offers extensive scheduling options.  Users can name the subscriptions, define start and end dates, and select recurrence patterns to match their reporting needs.  Recurrence options include every day, specific weekdays (Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, and Saturday), and monthly deliveries on the 1st, 15th, or 30th.  We currently support the following times for delivery: 12 am PST, 4 am PST and 8 am PST  Multiple subscriptions can be created for the same report, enabling varied delivery schedules for different needs.

From this menu, the report will always default schedule to the user setting up the subscription.  Please see the Managing Subscriptions section below, regarding how to subscribe ClickTime users to a report on their behalf using the Recipients field.

When the report is sent, the recipient may notice that the To: field on the email only contains some of the other recipient names or just their name.  This is by design, as Report Studio respects user permissions and will generate multiple emails/versions of the report to make sure security permissions are respected for each user receiving the report.

Managing Subscriptions

Once you have created a subscription for a specific report, you can manage it under the "My Subscriptions" area.

From here, you will see a list of all reports you have set subscriptions for.  You will also have three actions to choose from:

• Execute Subscription:  This will force the subscription to run now.  This does not interrupt or change the schedule the subscription is set to.
• Edit Subscription Details: This will pop out a sidebar menu with additional edit options.  See the section below covering this in full detail.
• Delete Subscription: This options will delete the subscription.  The report itself remains intact and you can create a new subscription for the same report if desired.

Editing Subscription Details

Once you click the Edit Pencil on any subscription, you will get a sidebar menu on the right hand side of the screen:

1. Details
   1. Title: The title of the subscription.  This is defaulted to the title of the report and its creation date/time.  You can change this without changing the title of the report.
   2. Note: You can insert a note that will be delivered along with the report.
2. Schedule
   1. Recurrence: Select the schedule the report will be sent on.
   2. Delivery Time:  Select the time the report will be delivered based on the Recurrence.
   3. Recipients: As stated in the previous section, from here you can select additional ClickTime users who will also receive the report subscription via email.  As long as the user is properly permissioned for reporting, they should appear while searching for them.
3. Export Options
   1. Format: We currently support EXCEL and PDF formats for delivery.