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BI Tips: Sharing Reports

Apr 12, 2015 — Ashia Coleman
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Sharing Reports: Options for Distribution

BI offers 3 primary ways for sharing data. These include:

1. Exporting to a Windows Program: Run a standard report, and export to a Windows program

2. Email Reports: Automate delivery to a person or group using a timed email subscription

3. Linked Reports: Link a report to a folder a user / group can see upon accessing BI.

1. Exporting To a Windows Program

Once a view window contains what you are looking for, export it by clicking on the small disk icon located along the top bar. Choose the format you prefer and export using “Save” or “Save As”.

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2. Emailing Reports

Set any report for time stamped auto-delivery. All that is required is a valid email address. To create an email subscription, hover over a report and choose the “Subscribe” option.

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Tips about setting email subscriptions:

  1. File Render Format: The same formats available upon export are available for subscriptions.

  2. Include Report: When checked, includes an attached copy of the report in the selected render format.

  3. Include Link: When checked, includes an HTML link to the report. NOTE: To Access the link, the user MUST have security rights to the folder from which the report is sent.

  4. Comments Section: The message sent with report, or the body of the email. On a sales report, this may include a description of your metrics. Tip: Consider including the link to the BI help file when emailing an iQmetrix Report.

  5. Select Schedule: Choose when report will be sent. Pay attention: Default time is set to Mountain Time.

  6. Customize View: The same parameters accessible from the report itself are available here on the subscription screen. Select what the end user will see when the report is ran. As an example – for their region, or one product category.

  7. Click OK.

  8. **Note: Setting up subscriptions is one way to limit the data a user can see as well as supplying them the information directly to their inboxes.

3. Linked Reports

A Linked Report is a “child” report created from a “parent” report. Any changes made to the “parent” report are automatically reflected in the linked versions, “childs.” Linked reports are a great way to provide a team or user access with their own version of a main report. They also handle administration and versioning when multiple versions are shared of the same report.

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For additional details on Linked Reports, please visit our Support & Community site.

Topics: Business Intelligence

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