Reporting - Save and share a report view

*** Please note, this article refers to the All-new Reporting and Analytics. View the FAQ for more details. ***

In this article, we'll show how to save and share a report view - in both fixed and User-created reports. 

A report view is a saved configuration for a report. You may have added several filters to a report to get to the detail you need, and to avoid reapplying those filters next time the report is opened, the report 'view' can be saved and then reapplied next time with just a couple of clicks (or set as the default view).

A link to the saved views can also be shared with colleagues. Note that the colleague must have an active user account in Learn LMS, and permission to view reports. 

A few things to know about saved views:

• Every report has a default 'view'. You can change this view to any other view
• The option to save a view is available in any report
• Save as many report views as required
• Anyone who can view reports can see and apply saved views
• Only Users with permission to edit reports will be able to amend or delete views
• Views can be organised into groups
• The security model will limit a User's view of the data based on their LMS role

In this article, we'll cover:

• How to save and apply a report view
• How to set a default report view
• How to share a view with a colleague
• How the security model will limit what colleagues can see when viewing a report
• How to share a link to view a folder of reports in the reports hub

Steps to save and apply a report view

1. Open any report (if creating a new user created report, you will need to save this first)
2. Filter the report as required
3. Select Views:
4. Select Add view
5. Give the View a name
6. Repeat steps 2 to 5 to add more views as required
7. To apply a saved View, select Actions: 
8. Select Make active. You will now see the view applied. 

Steps to set a default report view

Any saved view can be set as the default view and automatically applied whenever the report is opened. While every fixed report starts with a 'Kallidus' default view, you have the flexibility to set your own default for both fixed and user created reports.

1. Open any report
2. Select Views:
3. Find the view you want to make default and select Actions: 
4. Select Make default from the list of options. You will now see your selected view is set as the default view

Steps to share a view with a colleague

Any report view can be shared with colleagues, however the report will only be visible if they have an active User account in Learn LMS and the necessary permissions to see reports. Note that the security model will apply.

Follow the steps below to see how to share a report view:

1. Open any report
2. Select Views:
3. Find the view you want to share, and select Actions:
4. Select Get link. The link will be copied to the clipboard, ready to share with your people 

How the security model will limit what colleagues can see when viewing a report

The security model is applied to saved views, meaning that when Users see a report view, their view of the data will be limited by their LMS role.

For example when a manager views any report - either by opening it or by following a link to a saved view - they will see only their team members in the report.

If Users have permissions to edit reports then it will be possible for that User to select any other views saved for the report.

Share a link to view a folder of reports in the reports hub

The above steps show how to share a link to a view in a specific report. 

You may also wish to share a link to view a specific folder of reports, in order that any colleagues with access to reports have a quick link to get straight to the folder they need.

This can be achieved by browsing to the folder, and copying the URL:

When the link is selected, the User will see the exact same view.

Note that the User can still navigate away from the folder and view other reports, however the security model will apply.

Find out more about reporting and analytics with Microsoft Power BI

Join us live for Key techniques for using Power BI fixed reports in The Academy. We'll start with a tour of the Power BI reporting area, then, we’ll open up the Learning Progress report and using real-life examples, we’ll dive into the detail.

If you're using Reporting and Analytics already and have a question, come along to our 'Ask me Anything' events in the Academy to ask questions and share feedback directly with the team.

Join us for our update and roadmap live event to see the latest feature releases and roadmap for the next quarter and share feedback directly with the team. 

Don't have your Academy account yet? Contact your Customer Experience Manager or the Support Team to sign up today.