With this release, we are excited to announce the new enhancements to Report sharing in EZLynx, making it easier than ever to distribute reports efficiently within your agency. This update streamlines the process by ensuring all necessary actions, such as copying, sharing, and managing report access, are available under the Actions Menu, which is located in the top right corner of the screen within the Reports section, providing a more efficient workflow. 


TABLE OF CONTENTS


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Pre-Requisites


Please note, this feature is for Report Pro Users Only and does require a Pro License. To tell if you have Reports Pro:


1. Hover over the Reports icon. 

2. Choose any of the categories. This will take you to that category's page of reports. 



3. Select any of the Master Reports. This will take you to that Reports page.

4. On the report page, select the Actions button. This will open the Actions menu.

5. If you see the Copy option you have a Reports Pro license.


How to Share Reports with Pro


Once you have confirmed you have a Reports Pro license, follow these steps to Share a Report.


Step 1: Determining if a Copy is Needed


  • If the report is already in Saved Reports, you can share it directly because it has been saved as a user-specific copy, making it available for distribution without additional steps. More on how to share a saved report later in the article.


  • If you don't have any reports under Saved Reports, you must first create a copy of a Master Report to preserve the original report's structure and permissions, ensuring that the shared version remains customizable without affecting the master data. 


Step 2: Copying a Master Report


If you don't have any reports under Saved Reports, you will need to first make a copy of a Master Report. To copy a Master Report:


1. Hover over the Reports icon. 

2. Choose any of the categories. This will take you to that category's page of reports. 



3. Select any of the Master Reports. This will take you to that Reports page.

4. On the report page, select the Actions button. This will open the Actions menu.

5. Choose the Copy option. This will open the Save Report window.



6. Provide the copy with a unique name. 

7. Select Save Report.


The copied report will now appear in Saved Reports, enabling it to be shared with others as a user-specific version. 



Step 3: Sharing a Saved Report 


Once a report is in Saved Reports, you can share it with other users. Follow the steps below to Share a report.


1. Hover over the Reports icon. 

2. Choose Saved Reports. 

3. Select a Saved Report which is just copy of a Master Report. 

4. On the report, select Actions to open the Action menu.

5. Choose Share. This will open the Share Report window.



6. In the Share Report window choose whether to:  

  • Share with Agency (all reporting users in your agency). 
  • Share with specific individual users (up to 10 users). 
    • If selecting individual users, use the search box to find and add recipients. 


7. Click Share to confirm.



Once shared, the report can be found under the Shared Reports section for those that now have access. Please note, you do not need a Report Pro license to via a report that was shared with you.


Stop Sharing a Report


Currently, to stop sharing a report you need to delete the Shared Version. 


1. Hover over the Reports icon. 

2. Choose Shared Reports. 

3. Open the Saved Report you want to stop sharing. 

4. Select Actions to open the Actions menu.

5. Choose Delete. This will open the Delete Report window.

6. Select Delete. This will delete the Shared Version of the report, but not your Saved Version. To re-share the report, follow the How to Share a Report steps from the above section.


Practical Applications for Report Sharing


  • Team Collaboration: Easily share reports with your entire agency or select team members to align on performance metrics. 


  • Role-Based Access Control: Ensure reports are only accessible to those who need them, maintaining data security through role-based permissions and access controls. 


  • Efficient Decision-Making: Provide managers, analysts, and team leads with direct access to critical reports, which can either be viewed within the system or exported if needed, depending on user permissions. 

FAQs


Q1: Do I need to copy a report before sharing? 

  • If the report is already in Saved Reports, you can share it directly. However, if you want to share a Master Report, you must first make a copy. 


Q2: How do I know if a report has been shared successfully? 

  • After sharing, recipients will see the report in their Shared Reports section. 


Q3: Can I edit a shared report? 

  • Yes. Any user with access can view and interact with the report, but only the owner can modify sharing settings. Shared users cannot duplicate reports or create their own copies unless they have the appropriate permissions, which requires a Reporting Pro license. 

We hope you are excited for this new feature and look forward to our future releases. Please let us know if this article was helpful in learning about the new feature by answering the question below. Check out our related articles on the right-side of the page to learn more about EZLynx!