AX1678

Share a web report by email

Share a web report with other Axiom Budget Planning and Performance Reporting users by email. Share the report as a link to the live report or as a PDF or Excel attachment. Sharing can be done while viewing the report or from the Reports Library in the Intelligence Center.

• When sharing the report from the Intelligence Center as a PDF or Excel attachment, the attachment is generated using default settings. If the report requires user input to return data, open the report and share from the report viewer.

• When sharing the report from the report viewer as a PDF or Excel attachment, the attachment honors the current report state, such as sorting, filtering, and drilling. Exception: Report parameter selections are not honored unless the report is built from a template.

• When sharing the report as a link, the email recipient can click the link to log into Axiom Budget Planning and Performance Reporting and view the report within the application. The recipient must have at least read-only security permission to the report to view it. When using the link, the report opens in its default state and the user can explore the report, as needed.

Any user who can view the report can share it. The report can be shared with any user in Axiom Budget Planning and Performance Reporting or any email address that the Axiom Budget Planning and Performance Reporting system can send email to.

NOTE: When sharing a web report as a PDF or Excel attachment, Axiom Budget Planning and Performance Reporting does not enforce any security on these attachments. Any user who receives the email can view the attachment.

1. In the Intelligence Center, locate the report in the folder tree, or search to find it.

2. Do one of the following:

   • Hover your cursor over the Name column to make the ellipsis icon visible. Click the icon and select Share from the menu, and then select either Excel, Link, or PDF.

     

   • Click the report name to open the report. In the top right corner of the report, click Share, and then select either Excel, Link, or PDF.

     

3. If you selected to share as either Excel or PDF, complete the settings in the Share Report dialog, and then click Share. The settings are the same as when exporting to Excel or PDF, except that you do not specify a location to save the exported file—the file is attached to the sharing email. For example:

   • For PDF, you can specify the filename, layout, orientation, margin size, and header/footer content.

   • For Excel, you can specify the filename and whether to export all drilling levels.

   NOTE:
   • The Share Report dialog for Excel only appears if you are sharing from within the report viewer, and only if the report is configured for directed drilling. Otherwise, the dialog does not appear and the filename of the Excel attachment is always the report filename.
   • The PDF or Excel attachment is generated using the same behavior as when exporting the file to PDF or Excel. For more information, see Export grid data in a web report to Excel or Export a PDF copy of a web report.
   • If you selected to share as a link, this dialog does not appear and you are taken directly to the E-mail dialog.

4. In the E-Mail dialog, select the recipients of the email. You can enter email addresses into the To, CC, and BCC boxes, or you can click the plus icon + next to the recipient box to look up email addresses for Axiom Budget Planning and Performance Reporting users:

   • In the Select Users dialog, select the check boxes next to the users that you want to share the report.

   • You can search on the user's first or last name to find users.

   • After you have selected one or more users, click OK. The recipient box is populated with the email addresses for the selected users. If the box already contained one or more email addresses, the newly selected addresses are added to the existing list.

   If you are manually entering email addresses, separate multiple addresses with semicolons.

   

5. In the E-Mail dialog, complete the Subject and body text, as needed.

   • By default, the subject is set to "Sharing FileName."
   • If you are sharing a link, the link is prepopulated in the body text.

6. Click Share to share the report and send the email.

   • If you are sharing the report as a PDF or Excel file, the attachment is generated at this point. If the report is large, there may be a delay while the attachment is generated.

   • A notification message appears at the top of the page to indicate whether the email and its attachment (if applicable) was generated successfully. After the email is generated, it is sent by the Axiom Budget Planning and Performance Reporting server using the standard System.SMTPMessageDelivery job.