How To: Share insights reports with your colleagues

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! Note that you need to have the Advanced insights Booster to use this functionality. Read more about it here.

Every report in insights can be configured to match your needs. And it doesn’t end there, as you can easily share those customised reports with colleagues and collaborate on them. This article shows you how, while also explaining the difference between giving view-only access or edit access to a report.
 

Who

After you’ve created a report and configured it exactly as you wanted, you can share this report internally amongst your colleagues. This way you can easily look at the data together or collaborate to further refine the reports. 

  • Everyone with user access to ‘Insights’ has the ability to create and share reports, you don’t need admin rights for that.
  • As creator of a report you immediately become the ‘owner’ of the report too, meaning you can share it with others.
    Note: Library reports are present by default in your account and cannot be shared with anyone, as they are visible to everyone anyway.
     

Sharing a report

To share a report with your colleagues in Teamleader Focus you have to follow these steps:

  1. Go to Insights
  2. Adapt a library report and save it or go to your saved reports in ‘By me’ and open a report:

     
  3. In the report, you click on the arrow next to ‘Copy link’ in the top right-hand corner and choose Share with colleagues:


    Note: After clicking on this button your preference will be remembered, making this the default sharing option.
     
  4. Select the colleagues you want to share the report with. You can share a report with:
    • One colleague
    • Multiple colleagues
    • Everyone in the account
      ! Note: Every user will show up in the sharing dropdown irrespective if they have user access to Insights or not, no warning will be given.
       
  5. Click on Invite
  6. Now you can choose whether your colleague has view-only access to the report or if they can edit it.

    • Easily remove access by clicking on ‘Remove access’.

    • Copy link: you can also copy a link to the report and send it to other people. Bear in mind that only people with access to the report and the correct user permissions will be able to access it via the link, otherwise you’ll receive an error message. Sharing a report externally is thus not possible, but you can always export the report to PDF and Excel.


       

  7. Click on Close
  8. As owner of the report you’ll see at a glance who has access to which report via the icons next to it:

    In your ‘By me’ overview in Insights you can also easily find with whom you shared all your reports via the ‘Shared with’ column:
     

Opening a report shared with you

When a colleague shared a report with you, you’ll receive an email saying ‘A report was shared with you’ with a link to it:

 

You’ll also receive a notification in-app in Teamleader Focus with the message that new reports were shared with you. Click on it to access the report immediately.
 

 
 

Access all the reports shared with you via the ‘Shared with me’ tab in Insights.

  • If you have edit access to a report then you can see the other receivers of the report
  • If you only have view access to a report then you won’t be able to see the other receivers. You’ll also see the label ‘View only’. You’ll still be able to export the report or copy the link.

     

Access rights and losing access

  • As mentioned, you can give a user view-only access to a report or edit access. If you gave everyone e.g. edit access to a report but only one specific user has view-only access, then it’s this user-specific access that counts.
     
  • When sharing a report with colleagues e.g. a report concerning profit margin on projects, and a certain colleague doesn’t have access to a functionality such as projects, then no warning is given that some users have insufficient access. Instead, the receiver receives a notification about the report but they won’t be able to open it and see an error page:

     
  • If a user loses access to certain functionalities afterwards then they will only keep access to the data in the report they still have permission to view.
  • If you yourself lose access to certain functionalities but you created the report, then you’ll still be able to access it afterwards.
     
  • If a report was shared with you but you have no access to Insights, then you’ll receive the message ‘Sorry, you don’t have permission to see this data’:
     
  • If you as a report owner gave edit rights to your colleagues, then they can’t remove your edit access as you remain the owner and will keep all access rights.
  • Users with edit rights can remove their own edit rights after you gave them these rights. They’ll however receive a warning when doing so.

     
  • Users with edit rights that are no report owners can also change edit rights or remove access rights of other receivers.
  • If the owner of a report gets deleted in Teamleader Focus but shared their reports with others, then those reports remain accessible and can’t be deleted. 
     

The benefits of the Advanced insights Booster don’t end there! Continue reading to discover the full potential of the Booster:

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