How to share reports

Owned by Lisa Hörig (Unlicensed)
Last updated: Jun 21, 2023 by Rustem Shiriiazdanov
6 min read

Imagine you created a high-quality report and want to share it with your peers so they can have a look at the data or you can set up the reports for all the different departments and they only need to fill in the time span. This guide will show you how you share your reports easily and fast.

Sharing a report from the report itself

Universal report

  1. First, please make sure that you clicked “Add to My Reports” as the preparation. Once you click this button your report will appear in the “My reports”-section. You don’t need to refresh the page for the next steps.

  2. Now the permission button appears, which looks like a lock, as shown on a screenshot below:



  3. It will open a pop-up window in which you can set up the permissions for your report.

  4. In this section, you will find information on managing the ownership and permissions of the report within the software application. Please follow the instructions below:

    1. The current owner of the report is listed in this section. Kindly take note that if the ownership of the report is transferred without maintaining access for the original owner, the initial owner will lose all access to the report.

    2. If your goal is to allow a wider range of users to access the report, you can assign one or both of the following permissions:

      • View: This allows the user to read the report without making any modifications.

      • Edit: This permits the user to modify the report and add it to their personal gallery.

    3. Report Builder provides flexibility in granting access. You can choose to give access to a single user, a group that you have previously set up in your Jira settings, or to the public, which allows for maximum reach.

    4. It is important to remember, if you are using data from Timesheet Builder, the application respects the permission scheme of Timesheet Builder. Consequently, it will display only the data that your Timesheet Builder permissions allow.

    5. Once you've configured the permissions, you can generate a shareable link for the report. This can be done by clicking on the “Create shareable link for report” button. You can then distribute this link to the intended audience.

    6. Your audience will locate the shared report under the “Shared reports” tab within the “My reports” section. They will retain access to the report until such time as you revoke their permissions.

Scripted Report

  1. In the top right corner, you click on the edit button that looks like a pen to open the editing panel.

  2. Please navigate to the “Permissions” section as illustrated below:

  3. In this section, you will find information on managing the ownership and permissions of the report within the software application. Please follow the instructions below:

    1. The current owner of the report is listed in this section. Kindly take note that if the ownership of the report is transferred without maintaining access for the original owner, the initial owner will lose all access to the report.

    2. If your goal is to allow a wider range of users to access the report, you can assign one or both of the following permissions:

      • View: This allows the user to read the report without making any modifications.

      • Edit: This permits the user to modify the report and add it to their personal gallery.

    3. Report Builder provides flexibility in granting access. You can choose to give access to a single user, a group that you have previously set up in your Jira settings, or to the public, which allows for maximum reach.

    4. It is important to remember, if you are using data from Timesheet Builder, the application respects the permission scheme of Timesheet Builder. Consequently, it will display only the data that your Timesheet Builder permissions allow.

    5. Once you've configured the permissions, you can generate a shareable link for the report. This can be done by clicking on the “Create shareable link for report” button. You can then distribute this link to the intended audience.

    6. Your audience will locate the shared report under the “Shared reports” tab within the “My reports” section. They will retain access to the report until such time as you revoke their permissions.

Sharing a report from “My reports“ dashboard

An alternative and quick way to share reports with others is to use “My reports“ dashboard. On the dashboard you may see “Access“ column allowing you to manage permissions for any report presented on the dashboard:

To share reports using this panel, follow the instruction:

  1. Click on the “Edit and View“.

  2. “Permissions“ section will be opened as follows:

  3. In this section, you will find information on managing the ownership and permissions of the report within the software application. Please follow the instructions below:

    1. The current owner of the report is listed in this section. Kindly take note that if the ownership of the report is transferred without maintaining access for the original owner, the initial owner will lose all access to the report.

    2. If your goal is to allow a wider range of users to access the report, you can assign one or both of the following permissions:

      • View: This allows the user to read the report without making any modifications.

      • Edit: This permits the user to modify the report and add it to their personal gallery.

    3. Report Builder provides flexibility in granting access. You can choose to give access to a single user, a group that you have previously set up in your Jira settings, or to the public, which allows for maximum reach.

    4. It is important to remember, if you are using data from Timesheet Builder, the application respects the permission scheme of Timesheet Builder. Consequently, it will display only the data that your Timesheet Builder permissions allow.

    5. Once you've configured the permissions, you can generate a shareable link for the report. This can be done by clicking on the “Create shareable link for report” button. You can then distribute this link to the intended audience.

    6. Your audience will locate the shared report under the “Shared reports” tab within the “My reports” section. They will retain access to the report until such time as you revoke their permissions.

Report builder permissions model explained

To read more about permission model for reports implemented in Report builder, please read this user guide. Alternatively, you may go through admin guide to study the matter deeper.