Reports Tour - Collaboration

A quick introduction to Zoho Reports, the best way to get started with the service
Import and Export Charting Pivot Table Dashboards Query Table Collaboration Other Interesting Features

Collaboration - Sharing & Publishing


Accessible over the web, Zoho Reports helps you collaborate easily with whoever you choose to - peers, clients, vendors - with its intuitive sharing and publishing options.


Multiple sharing options are available. You can Share with contacts, Share with Group or publish a table or report so that it becomes public and is accessible by all.


Step 1: You can share an entire reporting database or individual reports. Select the report to be shared and click "Share" -> "Share this View to New Users" option in the toolbar. Add user email address(es) for sharing.

Step 2: You can provide fine-grained access control like Read/Write permissions, Export permissions etc., while sharing.

Filter Criteria


Step 3: Zoho Reports provides an option to apply filter criteria when you share a report. When you apply a criteria during sharing, the report when accessed by the shared user will get filtered based on the filter criteria provided.


Using this functionality, the same report can be shared to different users with different set of filter criteria applied. 


In the screenshot provided we have specified the criteria as "Region" = 'East'. When this sales report is viewed by the users shared, they will be able to view the report data only from the region East and not others.


Step 4: An invitation mail will be sent to all users to whom the report is shared. This is optional.


You can customize sharing invitation mail that gets sent as shown in the screenshot.


Click on Share. Each user receives an email with a URL to the shared view.

Once a view (table/report) has been shared, you can further edit the shared details. You can either add more participants or delete the present ones. You can also change the permissions provided.


The shared details can be edited by accessing "Share" -> "Edit Existing Shared Details" option in the toolbar of the corresponding view.

Sharing to Group


A group is nothing but a collection of email addresses of individuals. Setting a Database Group helps in easy collaboration within a group of people.


You can add/edit a group as shown in the snapshot.



You can share any report to a Database group as you share them to individuals.


All collaborative features available for individuals, are also possible at the group level..



Publish Options - Embed Reports in your Application


Zoho Reports offers variety of publishing options. Reports can be embedded in your Websites, Intranet, Blogs, Sharepoint Server and other Web Applications for wider access.


Embedding a chart is easy. Just copy-paste the embed code given in your website or web application or blog (make sure you are in the HTML mode of your website page /blog)


You can opt to have the embedded chart as an interactive chart (visitors can interact live with the chart) or as a static image. You also have the options to vary the width/height of the chart embedded, to have the toolbar or not etc.,


Similar to charts, you can embed any report type that you create in Zoho Reports.



Example of a chart embedded: A web page of III Commonwealth Youth Games 2008

All the reports you embed are live and interactive. Changes done to the data in Zoho Reports gets reflected in the embedded report. You can mouse over or click on data points, legends etc., to interact with the embedded report

Also check out the Summer Olympics 2008 Dashboard built using Zoho Reports:



Publishing Reports in iGoogle page


You can also publish/embed the reports and dashboards that you create in Zoho Reports into your iGoogle home page.


Its very easy to do. Select the "Publish-> Add to iGoogle" menu item and set the required options from the dialog box. Click "Add to iGoogle" to publish the selected view in your iGoogle page.



Publish accessible URL for your Report/Dashboard


Selecting the "Publish-> URL/Permalink for this view" gives you the URL to access the particular view selected, directly from the browser. You can bookmark this URL for quick access of this view, as well as circulate this to your users.


You can also customize the view options to be available for the report being published as shown in the screen shot.



Make Views Public


You can choose to make the views (reports/dashboards) created in Zoho Reports public, thus making it accessible to everyone without login. These views can be accessed by knowing the access URL.


If you wish to list the database under Zoho Reports Public Reporting Databases listing, to be seen by any user, then you need to check the box 'List this database in Zoho Reports Public Databases page'.

Views (reports/dashboards) in a reporting database can be made public only by the database administrator/owner.

If you require more information or have questions on Zoho Reports, you can:


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