Report Share is an optional feature that provides enhanced reporting capabilities for customers with large amounts of report data, and promotes collaboration and sharing of reports. Report Share is a centralized location for generating new reports as well as viewing, sharing and downloading saved reports. Your completed report is saved, not just the template, so you don't need to recreate the report each time it's requested by someone in your organization.
Note that Report Share is enabled by default for all Enterprise accounts. This feature is not available to Express accounts. Please contact Support if you would like information on how to upgrade your account type to use Report Share.
• Generate, store, view and download reports from one central location
• Share completed reports with other users in the subscription
• Check the status of running reports
• Email notifications let you know when a new report is available
• Reports expire automatically in 7 days to make room for new reports
The reporting process works in a very similar way to the scanning process. You launch a report, it runs in the background while you work on other things, you can check the status from Report Share, and when the report is complete, an email summary is sent out with a link to the saved report. The saved report is available to you and your managers automatically.
When Report Share is enabled, select Report on the left menu to access shared reports. The report history list appears. This list is empty until at least one user generates a report. As reports are generated, the list is populated. By default, Managers can view all reports in the subscription, Unit Managers can view all reports in their business unit, and Scanners and Readers can view their own reports. If the compliance module is enabled for your subscription, then Auditors can view all compliance reports, which are based on compliance scan data. (Note that these compliance reports are template-based but the templates are hidden and cannot be viewed from the report templates list.)
Users may be granted a special report access privilege to view reports outside of the standard role-based access privileges. The report access privilege may be granted for a specific report from Report Share or for all reports generated from a particular scan report template. See Grant Report Access Privileges for more information.
Managers may enable an additional Report Share feature called Secure PDF Distribution for the subscription. When enabled, Managers and Unit Managers have the option to encrypt PDF reports at run time and distribute them to users via email, including users outside of the subscription. See Securely Distribute PDF Reports for more information.
By default, reports are available for 7 days from the creation date at which time they will expire to make room for new reports. You are advised to download any reports you want to keep before the expiration date. The expiration date for each report appears in the report history list. You can also search for reports based on the expiration date.
Each subscription is allocated a certain amount of disk space for storing report data. Managers can view storage information for the subscription on the Report Share Setup page (Setup > Report Share), including the amount of storage available for the subscription, the total amount of storage being used and the amount of free space.
Managers also set a user storage limit. The user storage limit determines the maximum amount of storage that each user in the subscription is allowed to use. This limit applies to all users in the subscription, including Managers.
All users can view their own storage statistics on the Account Info page (Help > Account Info), including the amount of storage available to them, the amount of storage currently used and the amount of free space available. See Viewing Storage Information for more details.