Analytics: Sharing Reports

In Insights, the Share button opens a window to determine which users you wish to share the report with. This Share button is only available after your query or dashboard has been saved. Sharing does not generate a URL, as direct URLs are not available for Insights.

Sharing in Insights

Open a saved workbook and select the Share button. 

As the owner of the workbook, you have the ability to share this with others at your institution. It's important to note that only user accounts that have accessed Insights can have a workbook shared with them. That means even if someone has permissions to access or manage analytics, they still won't appear as someone to share the workbook until they open Insights. Someone who has accessed Analytics is referred to as an embed user.

Select Share with users or groups to look up who you can send this workbook to. 

Select Viewer to modify the permissions that the users can have:

• Viewer: View dashboard (you can use the settings to allow them to view the workbook as well).
• Editor: Edit dashboard & workbook
• Manager: Edit dashboard & workbook & manage permissions.

Select Settings on the bottom left of the box to open up additional settings. Each option is defined and explained here, select Access if you want to go back to your share options.

Copying a query tab to another workbook

It may be helpful to copy a query from one workbook to another. In order to do this, select the dropdown arrow in the lower-left side of the screen. Then choose Copy to...

A prompt will appear to Copy to existing workbook. You can either manually highlight and copy the query ID or you can select Copy Query ID to automatically copy the ID. 
 

After you open another workbook, you can select Edit and Import Tab... 

This open a prompt and you can paste the query ID, select Import. The tab will be added to this workbook.

In Analytics, the Share button provides a way to quickly generate a shareable URL, directing the recipient to the report viewable on-screen at that time, regardless of report status. This means the link can be used for an unsaved report (either an unsaved new report or existing report with unsaved changes) without requiring you to save the report.

The Share button enables the following workflows: 

• Sharing a new unsaved report –– upon clicking the link, recipients will be able to view and save the unsaved report. 
• Quickly sharing a saved report
• Sharing an existing report with unsaved changes –– upon clicking the link, recipients will be able to view the existing report with any changes in place at the time the sender clicked Share.  
  • In this instance, the title of the report will display as “New Report” to the recipient, since a saved report with unsaved modifications is treated as an unsaved report. The link recipient will be able to save the modified report as a new report. 

For more foundational knowledge on Analytics, please refer to Analytics: The Art of Reporting and for overall reporting guidance, Getting Started with Reporting on Handshake.

Note: you will need both Analytics: Access and Manage permissions in order to view, save, and share reports. If you do not have these permissions, please reach out to your team's Handshake administrator to request access.

Using the Share button

On any Analytics report in Handshake, the Share button will always be located in the upper-right corner of the page and clickable at any time –– the buttons next to Share will vary, depending on what type of report is being viewed (saved vs unsaved). These variables are detailed below with screenshot examples of each status.  

At the time the Share button is clicked, the link generated will bring the recipient to the exact report viewable on-screen - if changes are made after clicking Share, these changes will not be reflected in the link shared. You'd need to click Share after making all desired changes.

When the user clicks Share, a confirmation will appear in the lower-right corner that states “Report link copied to clipboard”. This indicates the link is ready to be used. 

• Note: if you click Share and the confirmation does not appear, test pasting to determine if the link was generated successfully. If not, try clearing your browser cache and cookies, then testing in a new browser window. In addition, confirm you are using a Handshake supported browser, as detailed in Handshake Supported Browsers (for Career Services).

Share new unsaved report 

The Share button will be to the left of the Save Report button in the upper-right corner of the page.  

Share existing report with unsaved changes 

After modifying an existing report, the Share button will be to the left of the Options and Confirm Changes buttons in the upper-right corner of the page. 

In the screenshot below, the Confirm Changes button is a brighter blue and clickable because the changes have not been saved. 

• Note: Currently the "Duplicate" functionality DOES NOT take into account any unsaved changes. If you click Duplicate on a saved report with unsaved changes, you will be duplicating the saved version of that report. 

Share existing report with saved changes (Saved Report) 

When viewing an existing report with saved changes, the Share button will be to the left of the Options and Confirm Changes buttons in the upper-right corner of the page. 

In the screenshot below, Confirm Changes is not clickable, as there are no unsaved changes.

Receiving unsaved report or existing report with unsaved changes

If you receive a link to an unsaved report or an existing report with unsaved changes, and you are not the owner of the report, the report title will display as New Report, and the buttons Share and Save Report will be in the upper-right corner of the page.

Save Report is clickable, and if clicked, the saved report title will default to Report Template, but you may update the title as desired. 

Receiving existing report with saved changes

If you receive a link to a saved report (with saved changes), the Share and Options buttons will be displayed in the upper-right corner of the page. You will not have the option to Save Report, as it is already a saved report. 

If you do not have access to the Saved Report’s permissions, an error will display that states “You are not authorized to view this page”, and you will need to be granted permission by the report owner.