Sharing Custom Reports in Talkdesk Explore

Talkdesk Explore™ allows you to share custom reports with multiple users with just one click, making access to performance data much easier. 

Sharing a custom report 

Unsharing a custom report 

Deleting a shared custom report 

Receiving a shared custom report

Sharing custom reports - FAQ

 

Sharing a custom report 

Please follow these steps:

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1. Create and store a custom report on the Explore landing page, after clicking on Create [1]. Select Report [2].

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2. Go back to the Explore home page and open the recently created report you want to share.

3. Click the Share button [3].

 

Afterward, you’ll have two options to share your report:

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1. Share with “Everyone in the account” [4].

2. Share with up to 30 individual users at a time [5].

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Tip: In case you have previously selected specific individual users, when you untick the box “Everyone in the account” option, the drop-down list “Select people” will be activated again with the previous selection.

 

Sharing with up to 30 users by each selection

You can select up to 30 individual users at a time. However, after saving your selection, you can keep selecting more users, as many times as you like.

This users’ limitation aims to enhance, and ensure the best performance of sharing requests.

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While you are selecting individual users, you can delete individual users by selecting the bin icon [1].

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When you reach the 30-person limit for your action (adding or removing users) each time, you get the notification “Sharing is limited to 30 selections/changes at a time” [2].

Tip: When you reach the 30 users limit, the drop-down list becomes disabled. In this case, and if you wish to add more users, you can save your selection, and continue selecting users.

 

Saving a shared custom report

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After a custom report is shared, it will be saved on the Explore landing page under "My Reports" and identified by the gray "Shared" tag.

 

Unsharing a custom report 

You can stop sharing a custom report at any time. To unshare a report, please follow these steps:

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1. Go to the Explore landing page under “My Reports”, where you can select the report you want to stop sharing.

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  1. Open the shared report [1], and click on the Share button [2]. Then, through the selection window, you can deselect the users with whom you shared the report with.

 

Unsharing up to thirty users limit

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If you have made a share of up to 30 users individually, unsharing is done by deselecting, one by one, the users with whom you shared the report. Click the Delete button on the right side of the user's name.

 

Unsharing with  “Everyone in the account”

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If you have made a share with “Everyone in the account”, unsharing is done by unticking this option.

 

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If you previously selected some individual users, when you choose to unshare the option “Everyone in the account”, their names will appear again.

 

Deleting  a shared custom report 

To delete a custom report, please follow these steps:

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1. Go to the Explore landing page under “My Reports”, where you will select the shared report you want to delete.

2. Open the shared report, select Settings (gear icon) on a report’s landing page, and then select Delete in the drop-down menu.

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A pop-up window will appear. Confirm the action by hitting OK.

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Upon confirmation of deletion of the shared report, you are notified with a visual message indicating that deletion was successful.

 

Receiving a shared custom report

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After the report is shared with you, it will appear on the Explore landing page under the new "Reports Shared With Me" section.

Note: Regardless of the sharing selection, when you receive a shared custom report, you will only be allowed to View the report. You will not have Edit permissions.

You will be notified:

  • By email, if the owner shared the report through Explore Main. The email provides the name of the report and its owner. 
  • By a pop-up on Explore Workspace, if the owner shared the report through Explore Workspace.

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When you open the shared report, you’ll have access to the settings, similar to a default report. Meaning, you can still filter the data, Download it, and Send it.

The user that receives a shared report only has “View” permissions. 

 

Notes: 

  • The Share capability is only available for Custom Reports, meaning it is only available for customers on an Enterprise/Elite that are able to create their own reports.
  • You can share with up to 30 individual users at a time. You can save your selection, and continue for the next 30 individual users if needed. There is no limit on users that can view the custom report. 
  • Share custom reports do not provide a copy or a clone of the report. Instead, it gives the selected users access to the same original content where updates are reflected. 
  • The user that receives a shared report only has View permissions, not “Edit” permissions. 

 

Sharing custom reports - FAQ

I don’t have an Enterprise/Elite license, but I would like to have this feature and to upgrade my plan. How can I request it?
In case you want to use Explore Share Custom Reports and move to an Elite plan, please contact Talkdesk Support.

 

Does the user who receives the shared report have “Delete” permissions?

No. Only the creator of the report has the permission to delete it. The user who receives it only has “View” permissions, with the added default options to download and send it. 

 

Does the user that receives the shared report needs to be an Explore user?

Yes. To access the shared reports, the user needs access to Explore.

 

What happens when the shared report is deleted by the owner? 

The shared report gets deleted for all users. 

 

Is it possible to enable other ways of sharing, such as sharing outside the accounting ecosystem with a broader public audience? 

No, this is not possible at the moment. 

 

Does the owner of the report have permission to share it by Ring Groups and Teams?
Currently, the owner will not have this permission - the owner can share to all users of the account or select specific users.

 

How will  the user that receives the shared report be notified?
The receiver is always notified by email that a specific report has been  shared. Additionally, if the user is using Explore on Workspace, a notification will appear with the same information. 

 

What does “Everyone in the account” sharing option include? 

The “Everyone in the account” options allow you to share the custom report you own with all current users and future users that are part of your Explore account. 

 

Why does it only let me select up to 30 people for individual share?
The selection of up to 30 people at a time aims to ensure the best performance while sharing requests. However, you can save and continue to select as many times as you like. There are no restrictions on the number of users that can view your shared report.

 

I created a custom report. What are my permissions?
As the creator of a Custom Report you can:

  • Share.
  • Unshare.
  • Edit.
  • Download.
  • Send.
  • Schedule.
  • Delete.

I received a shared report. What are my permissions?
As the receiver of a custom report you can:

  • View.
  • Filter.
  • Download. 
  • Send.
  •  

How can I see all the reports that are shared with me?
You can see and access the reports shared with you on the Explore landing page under the new section “Reports shared with me”. 

 

Can a receiver filter the shared report, even with only view permissions?
The filters the receiver can use are the default ones because there is no edit permission.

 

What happens if I make a change to a report I previously shared (e.g. add a new calculation?)
If you make a change to a report, the receiver will also get the changes, after refreshing the page to see the updated version of the report.

Will the receiver be alerted if any change happens to a shared report?
No, the receiver will not be alerted.

 

Can I share a report that wasn’t created by me?

No. Only the owner/creator can share that report. 

 

Is there a limit on how many custom reports I can share?
No. There is no limit to the number of reports you can share. 

 

Is there a limit on how many custom reports I can receive?
No. There is no limit to the number of reports you can receive.

 

Notes: 

  • The Share custom reports feature is only available for Custom Reports, meaning it is only available for customers on an Enterprise/Elite plan who are also able to create their own reports.
  • You can share reports with up to 30 individual users at a time. You can save your selection, and continue for the next 30 individual users if needed. There is no limit to the number of users that can view the custom report. 
  • Shared custom reports do not provide a copy or a clone of the report. Instead, it gives the selected users access to the same original content where updates are reflected. 
  • The user that receives a shared report only has “View” permissions, not “Edit” permissions. 

For more information, please visit our Talkdesk Explore documentation.

 

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