Report Sharing Options

Workbook reports can be shared with Bi4Cloud Users and other people who do not have a login to Bi4Cloud.

Three types of sharing are available.

1. By Email Address : Share a WorkBook or Reports within the workbook by emailing the workbook / reports to an email address - this is the same feature as Legacy reporting. See Setup Share Report by Email Address
   • this features attributes include
   • the content is rendered as PDF or XLS spreadsheet
   • any email address can be sent to 
   • if content specific to the email address is needed the report needs to be copied, filters changed, saved and email address entered. This will result in multiple independent copies of workbooks.
   • Each email address in each schedule is independent. If an email address changes or  send needs to be revoked that must be done in each copy of scheduled emails in each the workbook.
   • intended for ad hoc emails wit small report volume. Suits small businesses
2. By Address List / Recipient : Share a Workbook or Reports within a workbook by sending to a pre-determined Address List of emails. The emails in the address can have restrictions set to limit what is delivered. See Setup Share Report by Address List / Recipient 
   • the content is rendered as PDF or XLS spreadsheet
   • Only predefined recipients email addresses will be sent to
   • if content specific to the recipient is needed the recipient can be set up with restrictions and reports they receive will be automatically filtered. This eliminates workbook duplication. One workbook , multiple delivered outputs.
   • Recipient edit and access is controlled in one place so changes will affect all email schedules automatically. You shut the gate in one place. 
   • requires a recipient license subscription. Low cost $5 / mth to $1 / mth in volume.
   • intended for multiple report deliveries in larger enterprises.
3. By Using Share in Bi4Cloud : Share a Workbook by selecting the Bi4Cloud user. The user setup can have multiple restrictions and shared workbooks will only show restricted content. Users can be setup as view only and cannot change workbooks or reports. see Setup Share Workbook with Bi4Cloud User
   1. this features attributes include
   2. the content is seen exactly as developed by the sharing user but with content restriction
   3. only authenticated logged in Bi4Cloud users will be able to access reports
   4. if content specific to the user is needed the user can be set up with restrictions and workbooks r they receive will be automatically filtered. This eliminates workbook duplication. One workbook , multiple accessible views.
   5. Bi4Cloud User edit and access is controlled in one place so changes will affect all access immediately. You shut the gate in one place. 
   6. requires a Bi4Cloud User license subscription. Cost $25 / mth to $13 / mth in volume.
   7. intended for sales and management needing detail analysis and KPI for use in larger enterprises.

Setup Share Report by Email Address

1. Select the workbook to share by using email address
2. Copy the workbook change the name and change the filters for content specific to the email to be sent to and save this.
3. Setup a scheduled email and enter the recipient email address.
4. When the scheduled date and time is reached the report will email

Setup Share Report by Address List / Recipient

Before you can send a workbook to an address list you need to setup the address list in User Admin and define each of the Recipients. These initial steps will save significant work downstream.

1. Create the Recipient and set modules and restrictions
2. Create address List for the report module and add Recipients

Now use the address to send and filter emailed report content

1. Select the workbook and click schedule emails
2. In the schedule details  choose Address List using address list slider and enter the address list
3. Setup a scheduled email and selenter the recipient email address.

Setup Share Workbook with Bi4Cloud User

Bi4Cloud workbook share requires a license for a user. Use User Admin and  

1. Select the workbook to share by using address list slider
2. Setup a scheduled email and selenter the recipient email address.