Sharing Views to a User

Sharing Views to Users

In Zoho Reports, you can easily share your data, reports, and dashboards to any user privately. All the views shared will be accessible online from anywhere, anytime, to the shared user and there is no need for mailing them as attachments. The shared views will always have the current data and reflect the latest changes made.

 

 

  1. How do I share views?
  2. Can I share multiple views together?
  3. Can I share the folder in my database?
  4. What will my shared user see?
  5. Can I share views to users who are in my Contacts list?
  6. How many users can I share my reports with?
  7. Can I filter the data while sharing?
  8. What is variable?
  9. What are the default variables?
  10. How to create a variable?
  11. Can I notify my users about the shared views?
  12. Can I edit the permission I have given?
  13. Can I remove sharing?

1. How do I share views?

2. Can I share multiple views together?

Yes, you can share multiple views together. In Explorer tab, select the required views and then share. When sharing multiple views together, you will not be able to apply filter criteria.

3. Can I share the folder in my database?

Yes, you can share the folder in Zoho Reports. To share views in a folder, click the Action icon that appears on mouse over and select Share views in this folder > To New Users.

4. What will my shared user see?

Zoho Reports allows you to set fine-grained permissions while sharing views with users. So, they will have access to do only the permitted operations over the shared views.

The below presentation provides a detailed explanation about sharing permissions.

5. Can I share views to users who are in my contacts list?

Yes, you can share view to your contacts. Click Add Users From link. The Contacts dialog will open, listing your Zoho Contacts, Google Contacts, and Shared Contacts.

You can share views to users in any of these lists. 

6. How many users can I share my reports with?

You can share your view with users allowed for your account. For more details refer our Pricing Page.

7. Can I filter the data while sharing?

8. What is variable?

Variables are placeholders that help the Administrators or the Database Owners to assign dynamic values for individual users of the reporting database. Zoho Reports provides a set of default variables. You can also create your own custom variable. 

You can further use these variables in the Sharing filter criteria to filter reports dynamically. 

Refer to the above question to know how to use the variable in filter criteria. 

9. What are the default variables?

Zoho Reports provides a set of predefined system variables that you can use in your filter criteria. They are listed below.

System Variable NameDescription
System.login.emailReturns the email id of the user who has logged in
System.login.firstnameReturns the first name of the user who has logged in
System.login.lastnameReturns the last name of the user who has logged in
System.login.fullnameReturns the full name of the user who has logged in

10. How to create a variable?

You can create variables for Database Settings tab. Refer to our help document for more details on this. 

11. Can I notify my users about the shared views?

Yes, you can notify the Shared User using the Send Invitation Mail tab. You can edit the message on notification mail in the given field. 

You can also choose to send a copy of the notification mail to you. 

12. Can I edit the permission I have given?

Yes, you can edit the permission that you have given. Click Share and then choose one the following as needed. In the respective dialog that opens click the edit icon which appears on mouse over. 

Edit Shared Details by Views

Edit Shared Details by Users

Edit Public Permission for DB

13. Can I remove sharing?

Yes, you can remove sharing. Open the Existing Shared Details as specified in the above question and then click the trash icon corresponding to the view you want to remove sharing.