Report Visibility

stephanie.blake67241

If I share a report to someone outside of my organization but it shows up blank, what am I doing wrong? They are not shared to the underlying sheet - is that the problem? Is there a workaround? 

Mike Wilday

Yes! You can publicize a read-only version of the report by following the steps in my screenshot below. 

1. Click on the world icon in the right-hand column
2. Switch on the public, read-only, link.
3. Copy the link
4. Choose close.
5. Exit the pop-up.

Share that link for a read-only view of the report. 

Note: If you were wanting them to edit information on the report, they would have to be shared on the underlying sheet. 

Paul Newcome

And this works without them having to be shared to the underlying sheet?!

Andrée Starå

Paul,

Yes, but it will be a public link, so that is something to be aware of.

Best,

Andrée

Mike Wilday

Yes, that is something that you will have to consider. If that link gets shared, so does your information. So be sure that it's not sensitive information.

Paul Newcome

Well at least there is a way way to share a report without sharing the sheet.

 

Having said that... Something else to keep in mind:

 

Published links are only good for 30 days or 100 clicks (I am fairly certain these are the right numbers). Whichever comes first.

Andrée Starå

I don't think Published Reports, sheets or Dashboards are limited like attachments.

Are you sure?

Paul Newcome

I'll do some digging to see if I can find my original source behind this, but I do know I sent an email out to my team maybe two months ago about this. I'll see if I can find what caused me to send it out...

 

EDIT:

 

Here it is... Did I misread? The poster asked about published links and your response was "Yes"....?

 

https://community.smartsheet.com/discussion/published-links

Mike Wilday

I think that might have been a miscommunication or referring to links that are shared with users via another method.

Andrée Starå

The poster was referring to links to attachments as published links. 

Andrée Starå

Yes, exactly! It's easy to name different links as published and it can be interpreted differently depending on who reads it.

 

Paul Newcome

Aaaaahhhhhhh. Ok. Got it now. I don't think of attachments as published links. When I hear (or read) "Published Links", I think just that. Someone published a sheet/report/dashboard and is referring to the associated link. Hahaha. Guess I need to go let my team know I was mistaken. Thanks for clarifying. ​​​​​​​

Mike Wilday

 Good luck with that. Untraining the training. 

Andrée Starå

Easy to get it all mixed up!

We've all been there. 

Andrée Starå

We don't want to be in Paul's shoes right now! 

Mike Wilday

No way!  haha.