How to Share a Report in Salesforce

In this salesforce tutorial, we will learn how to share a report in salesforce. I will also explain, how to share a private and personal report in salesforce. Also, we will cover these topics:

1. How to share a report in salesforce
2. How to share a report in salesforce lightning
3. How to share a report in salesforce classic
4. How to share a report in salesforce with another user
5. How to share a private report in salesforce
6. How to share a private report in salesforce lightning
7. How to share a private report in salesforce classic
8. How to share a single report in salesforce
9. How to share a personal report in salesforce

We assume that you already know how to create a report in salesforce. If not, then read our blog on How to create a report in salesforce.

How to share a report in salesforce

Reports are collections of information gathered over a period of time. It comprises of data in textual and graphical form. A good report has the following three features:

• It has answers to all the relevant questions.
• Optimized enough to run faster irrespective of device os.
• Secure enough that only authorized people can access it.

Do you want to learn how to share a report in salesforce? Read the entire blog.

In salesforce, reports can be shared through a dashboard & reports, and instead of sharing a unit of report, the entire folder is shared with the people or groups and this folder may contain one or more files.

In Salesforce, we have private and public folders and these folders hold the file(s) that can be shared with people and groups in salesforce.

As a Netflix user, you only have view access which means you can watch the show but you cannot add or delete the show on Netflix.

Whereas John who is a system administrator at Netflix headquarters in Los Gatos, California, United States can add, view, and delete content on Netflix.

Similarly in salesforce, while sharing the report you can control who can access this report and what operations he/she can perform. Here is the list of permissions available in salesforce:

• View – can read the file.
• Edit – can read and edit the file but can’t delete
• Manage – can perform all the operations with the file (read, write, update and delete)

Currently, Salesforce has two user experiences Salesforce Lightning and Salesforce Classic. We will learn how to share a report in salesforce on both of the interfaces.

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How to share a report in salesforce lightning

Salesforce lightning is a new user experience released in 2014 and ever since it has evolved itself based on the latest web needs. The pages in salesforce lightning loads faster and the interface is advanced.

Want to learn how to share a report in salesforce lightning? Follow these steps to share a report in salesforce lightning.

Step 1: From the salesforce dashboard, click on the Reports or Dashboards. You can also select either of them from the App Launcher.

Here, we have performed it using the Dashboards but the steps are the same for Reports as well.

Step 2: From the list of Reports or Dashboards click on the dropdown icon of the dashboard you want to share and from there click on the Share option.

Step 3: A window will pop up with the below options:

1. Share with
2. Names
3. Access
4. Who can access

1. Share With – Select with whom you want to share this folder with. The available options are: –

• Users
• Roles
• Roles and Subordinates
• Public Groups

2. Names – Search for the name of the person or group with whom you want to share a folder in salesforce. The names auto-suggestion will start appearing if the person is associated with the organization with permissions.

3. Access – Select the appropriate access type for the folder. The available options are:

• View – read-only permission
• Edit – read and write permission
• Manage – read, write, modify and delete permission

Manage has the maximum privileges for the folder. After selecting the Access type click on the share button. Now the selected name or group will start appearing in the Who Can Access list.

4. Who can Access – List of all those people or groups selected in the previous step will start appearing here. You can search, delete or edit the access permission from here.

Click on the Done button after completing the configurations in salesforce. The below image shows the snapshot of how to share folder in salesforce lightning.

With this, we have learned how to share a report in salesforce lightning user experience. Next, we will learn how to share a report in salesforce classic.

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How to share a report in salesforce classic

The Salesforce classic is a traditional user experience that appears simple and easy to use. Most of the users in the United States (USA) who have been using salesforce before 2014 still prefer salesforce classic over lightning.

Want to learn how to share a report in salesforce classic?

Follow these steps to share a report in salesforce classic user experience. Also, please note that only viewer access is available for the standard reports.

Step 1: Click on the Reports tab from the salesforce dashboard. There you will see the list of folders on the left side.

• Each folder has a pin dropdown icon next to its name. If you are not seeing it then place the mouse cursor on the folder of your choice.
• On clicking the pin dropdown, two options will appear – ‘Pin to top‘ and ‘Share‘.
• Click on the share option from the drop-down menu as shown in the below image.

Step 2: A new window will appear, select the type of audience with whom you want to share the report. The available options are:

• Users
• Roles
• Roles and Subordinates
• Public Groups

After clicking on any of these options, you will see a page with the share option next to the name of people or groups inside these options. After clicking on the share button it will ask to provide the type of Access. There are three options:

• Viewer – have only read permission
• Editor – have read and write permission but cannot delete
• Manager – have all the permissions (read, write, modify, delete)

After selecting the appropriate access type click on the Done button. You can change the Access type from this page as well. Click on the close button to apply the changes.

In this way, we have learned how to share a report in salesforce. We have covered how to share a report in salesforce lightning and how to share a report in salesforce classic.

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How to share a report in salesforce with another user

In salesforce, multiple users can be created for various purposes and this purpose decides their role and amount of permission to access the salesforce data.

Suppose the Accounts team manager of a company XYZ Pvt headquartered in California, USA wants a report of all the expenses made by an individual on travel so that they can settle the ongoing reimbursement escalated issue.

Now, using the following steps an individual can share the report with another user which is the manager in this case:

Step 1: Go to Reports from the salesforce dashboard. If you don’t see a report on the navigation bar on the salesforce dashboard then search for it on the App launcher.+

Step 2: Click on All Folders on the left side of the screen and from there click on the dropdown menu of the report you want to send.

All Folders -> dropdown next to report of choice -> share

Step 3: On clicking the share menu item, a new window will appear with the following options:

1. Share With
2. Names
3. Access
4. Who Can Access

We have explained each point in detail in the previous section – How to share a report in salesforce lightning.

Step 4: Make sure you have selected Users in the Share with dropdown. In the Names search field, type the name of the other user with whom you want to share the salesforce report.

• Select the name from the prompted autosuggestions. If the name didn’t appear here that means that the user is not present. Create the user and then try again.

• Set the Access type based on the requirement. the available options for access type are: –
  • View
  • Edit
  • Manage

Read more about these permissions – How to share a report in salesforce.

Step 6: Click on the Done button and now the user will be able to access the file in salesforce.

With this, we have learned how to share a report in salesforce with another user. The same steps can be followed while sharing a dashboard in Salesforce.

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How to share a private report in salesforce

All the reports created by a user automatically becomes private report and can be accessed by that user only. He/she can change the permissions of that report to make it available for others.

The salesforce reports can be shared either as public or private reports. Public reports can be accessed by everyone and private reports are limited to a few people or groups of the organization only.

Note: – We assume that you have already created the private report in salesforce.

Salesforce has two user experiences – Classic and Lightning. We are going to learn how to share a private report in salesforce lightning and how to share a private report in salesforce classic.

How to share a private report in salesforce lightning

Salesforce lightning user experience is a modern user interface that is fast and compatible with modern web standards. The salesforce lightning interface displays more content in an organized manner on the display.

Want to learn how to share private report in salesforce lightning? Follow these steps to share a private report in salesforce lightning:

Step 1: From the salesforce dashboard, click on Reports. You can also search for Report from the App Launcher.

Step 2: Click on All Folders, there you will see the folders of all the reports. Click on the dropdown icon present next to the report.

Step 3: Click on the share option from the menu items. A new window will pop up.

Step 4: On the window, the first option is Share with, click on it and select the options from these: –

• Share With
• Names
• Access
• Who Can Access

Step 5: Search for the name of an individual or group from the name search bar, Select the access type (View, Edit, Manager) and click on the share button.

Step 6: Click on the done button.

With this, we have learned how to share a private report in salesforce lightning. The steps are the same as it is done for other reports.

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How to share a private report in salesforce Classic

The salesforce classic in a traditional user experience. It has a simple user interface that is easy to understand by everyone. Most of the users from the United States (USA) who are using salesforce before 2014 still prefer to use Classic UI.

Do you want to learn how to share a private report in salesforce classic?

Once you have created a private report and placed it in a folder then that folder will start appearing in the All Folders. Now follow these steps to share a private report in salesforce classic.

Step 1: From the salesforce dashboard, click on Reports. If Reports is missing from the navigation then search it on the App Launcher.

Step 2: Inside All folders on the left side of the screen. You will see the list of private folders.

• put the mouse cursor on the report folder and you will notice a pin dropdown.
• Click on it and from there select the share option.

Step 3: On the open window, select the audience from the Share with, provide the access type (view, edit, manage) and click on close.

The only difference between sharing private reports and public reports is the time while creating a private report, rest all the steps for sharing a private report are same as it is for other reports.

How to share a single report in salesforce

In salesforce, reports are placed inside the private or public folder. And then these folders are shared. You cannot share a report directly without creating a folder.

To share a single report in salesforce, put the report inside the folder and then share the folder. Salesforce has the same rule to share for both multiple reports and single reports.

Follow the steps shared in the first section of this tutorial – How to share a report in salesforce to share a single report in salesforce.

How to share a personal report in salesforce

Personal report in salesforce is called a private report. All the reports created by a user is stored in the private folder of that user. And only that user can access those reports.

In our previous section, we explained How to share a private report in salesforce. There we have explained how to share a private report using classic and lightning user experience.

Please refer to that section to see the answer to how to share a personal report in salesforce.

Conclusion

With this, we have learned how to share a report in salesforce both lightning and classic user experience, and how to share a private and public salesforce report. Also, we have covered these topics:

• How to share a report in salesforce
• How to share a report in salesforce lightning
• How to share a report in salesforce classic
• How to share a report in salesforce with another user
• How to share a private report in salesforce
• How to share a private report in salesforce lightning
• How to share a private report in salesforce classic
• How to share a single report in salesforce
• How to share a personal report in salesforce

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