Sharing and Subscribing 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.  Users currently are not able to select a specific time of day; all subscriptions will be delivered at 8 am Pacific Time.  Multiple subscriptions can be created for the same report, enabling varied delivery schedules for different needs.

Please Note:  As of February 2025, subscriptions must be set up by the user who needs to receive the report and cannot be scheduled on their behalf.  If a user wishes to have a report emailed to them, the report owner will first need to share the report with a minimum of view permissions. 

Quick Steps:

• Report Owner creates a report
• There is a User in their organization who wants to receive that report via email on a regular basis
• The Report Owner would use the Sharing settings on the report and given the User who wishes to schedule the report a minimum of "View" access (this user must be a Manager with report access or an Administrator)
• Once the User has view access from the Report Owner, the Report will show under the User's Report Studio section
• The User can now click into the report and use the Subscribe to Dashboard option pictured above, to set up a schedule

Managing Subscriptions

Once subscriptions are set, they can be managed in their subscription list of scheduled reports, accessed by clicking the Scheduled Reports tab within the library selector.

 

If you need to edit the filter that the subscription is running on, you will want to navigate back to the main view of the report and change it using the funnel icon.  If you need to edit any aspect of the schedule itself, you can use the edit pencil found under Actions and make changes as needed.