# Share a report

> Choose who in your workspace can open a report, and send a public link to people outside it, such as a board or a client, that you can revoke at any time.

A report is open to everyone in your workspace until you narrow it. You can share it with specific colleagues, and you can give a link to people who will never have a sanda account. These are different promises, and the **share** pane keeps them apart.

:::note
The **share** button in a report's toolbar is offered to the report's author and to owners and admins. Someone a report was shared with cannot share it onwards, even with permission to edit, because widening an audience belongs to whoever narrowed it.
:::

## Four ways to put a report in front of people

| | Share | Public link | Publish to the portal | Scheduled email |
|---|---|---|---|---|
| **For** | Colleagues in the workspace | Anyone who holds the link | Members and readers you choose | Any email address you list |
| **Sign-in** | Yes | No | Yes | No |
| **They see** | The working report, and can edit if you allow | A read-only page with live numbers | A frozen copy of the layout with live numbers, limited by each reader's data rules | The numbers as at each send |
| **You stop it by** | Removing the person, or making the report private | Revoking the link | Unpublishing | Pausing or removing the delivery. What was already sent cannot be recalled. |

The last two are covered in [The reports portal](https://docs.sanda-os.com.au/reports/portal) and [Schedules and delivery](https://docs.sanda-os.com.au/reports/delivery).

## Who in your workspace can open it

Open the report and press **share**. Under **who in this workspace can open it** choose:

- **everyone here**: every member of the workspace can open it. This is the default.
- **only chosen people**: only you, the people you list, and the workspace's owners and admins.

Owners and admins can open every report in the workspace, private ones included. They can read the audit trail and the warehouse too, so sanda does not pretend otherwise, and the pane says so on a private report.

A private report stays private when it is copied. **Duplicate** and **save as template** on a private report make a private copy that belongs to whoever made it, and the people the original was shared with are not added to the copy. Its schedules are listed on the Report schedules page only for people who can open it.

A private report carries a **private** tag on its canvas. In the Reports list it reads **private**, or a count such as **2 shared** once people are added, and the people it is shared with see **shared with you**.

### Share with a person

:::steps
1. **Open the pane.** Press **share** in the toolbar.
2. **Pick the person.** Under **people**, use **Share with…** to choose a member of the workspace.
3. **Decide whether they can change it.** Tick **can edit** if they should be able to edit the report. Left unticked, they read it. The tag **read only** shows on their canvas.
4. **Press Share.**
:::

Sharing with someone narrows the report to private in the same press. "Share with Dana" and "stop showing it to the other thirty people" are one intention, so the pane does not ask for it twice.

You can only share with a member of the workspace. To share with someone who is not yet in it, invite them under **Settings · Team** first, or use a [public link](#public-links).

Change a person's edit permission with the **can edit** box beside their name, and remove them with the bin icon. Someone with edit permission can change the report's blocks, filters and colours. They cannot delete it, share it or publish it. A member with the read-only role cannot edit a report even if **can edit** is ticked.

## Public links

A public link is for the people a report is actually for: a board, a bank, a client. Whoever holds the link can read the report without signing in, and the link is the whole credential.

:::caution
Anyone with the link sees every row the report's blocks show, live, and it does not matter who forwarded it. A link cannot be limited to a person or a set of rows. If different people should see different rows, publish to the [reports portal](https://docs.sanda-os.com.au/reports/portal) and give readers data rules instead.
:::

### Create a link

:::steps
1. **Open the pane.** Press **share** and scroll to **public links**.
2. **Say what it is for.** In the label box (for example "June board") type a name so you can tell links apart later.
3. **Choose an expiry.** **No expiry**, **7 days**, **30 days** or **90 days**.
4. **Press Create link.** The link appears once, in a highlighted box.
5. **Copy it now.** Press **copy**. sanda keeps only the link's last six characters, so a link you did not copy cannot be recovered. Make a new one instead.
:::

A report can have up to 20 links that have not been revoked, expired ones included. Revoke one to make room.

### What the person with the link sees

They open a page headed **Shared by** your workspace's name, with the report's name and description and a **Print** button. The report is drawn as a page that scales to their window and never bigger than life size. Every block shows its numbers as they are when the page opens, and a note at the foot says so and that the link can be turned off. A kpi that compares with the previous period shows its change, as it does on the canvas. If the link expires, the note gives the date.

Because the page is not a copy, **anything you change on the report shows for people holding the link** the next time they open it.

Tables work as they do for any reader: the person can sort a table, select a range of cells to see their sum and average, and download the table as **xlsx** or **csv**. They cannot change the report. Comments, the questions blocks were built from, and the SQL behind a figure are never sent to them.

Each block's numbers are read with the report's own filters, from the block's saved question. The visitor sends nothing but which block, so a link cannot be used to ask your warehouse anything else.

### Manage and revoke links

Each link in the pane shows its label (or "link ending" and its last six characters), a status tag, how many times it has been opened and when it was last opened, and its expiry.

| Tag | Meaning |
|---|---|
| **live** | It opens the report |
| **expired** | Its expiry date has passed |
| **revoked** | You turned it off |

Press the bin icon beside a live link to **revoke** it. It stops working at once, and it stays in the list marked **revoked** so you can see it existed. Someone opening a dead link is told so: "That link has been turned off by the workspace that shared it", or "That link has expired. Ask whoever shared it for a new one."

Each open is counted once per visit, not once per block. In the Reports list, a **1 link** tag marks any report that a live public link can open, so you can see at a glance which reports have left the building. Creating, sharing and revoking are recorded in your workspace's audit trail.