Sharing and Folders

The Report List

Reports → Report Builder lists every report you can see: the ones you created, the ones shared with everyone, and the ones shared with a role you hold.

Column	Shows
Name	Report name, with its description beneath
Folder	Which folder it lives in (hidden while viewing one folder)
Data source	Projects, Contacts, Contracts, and so on
Shared with	Everyone, Roles (n), or Private
Last modified	When it was last saved

Click a column header to sort. Use the Search reports box to filter by name or description. Click a row to open the report.

Sharing a Report

Sharing is set in the editor. Click the sharing button in the header — it reads Private, Everyone, or the number of roles — and choose:

Setting	Who can see it
Private	Only you (the default: no roles selected, not public)
Specific roles	Anyone holding one of the selected roles
Visible to everyone in the company	Every user in your company

Turning on Visible to everyone in the company supersedes any role selection — the roles are cleared, because public already covers them.

Sharing controls viewing only:

• Anyone the report is shared with can view it, run it, sort it, drill into it, export it, and duplicate it.
• Only the report's creator can edit or delete it.
• Users with the Manage Reports permission can edit or delete any report in the company.

note

Sharing a report does not share data the viewer isn't cleared for. Cost fields still require View Project Costs, and are dropped with a warning for viewers who don't hold it.

Duplicating a Report

Use Duplicate from a report's ⋮ menu to copy any report you can see. The copy:

• Is named "Original name (Copy)"
• Is owned by you, so you can edit it freely
• Is private, whatever the original's sharing was
• Opens straight into the editor

This is the way to adapt someone else's shared report without disturbing it.

Folders

Folders organize the report list. The rail down the left side of the list shows All reports, Uncategorized, and each folder, with the number of reports in each.

Creating and managing folders

• New folder — the button above the list
• Rename / Delete — the ⋮ menu on the folder in the rail

Only the folder's creator (or a user with Manage Reports) can rename or delete a folder.

note

Deleting a folder never deletes reports. The reports inside it move to Uncategorized.

Putting a report in a folder

Either:

• Set the Folder dropdown in the editor header and save, or
• Use Move to folder… from the report's ⋮ menu in the list

The selected folder is part of the page address, so a folder view can be bookmarked or sent to a colleague. If a link points at a folder that has since been deleted, it opens All reports instead.

Deleting a Report

From the report's ⋮ menu, choose Delete and confirm. Deleting a report cannot be undone. Only the creator (or a user with Manage Reports) can delete it.