Send and share reports

There’s a lot of data in Workfront. You can see that data with reports, but often you need to share that data. You can do that by sending a copy of a report to someone or by sharing a real-time report with them. There are several reasons you might want to send a report. You want to provide a report to someone who is not a user in your Workfront instance, or you need to provide yourself for someone with a periodic snapshot of specific data. Start by going to the report you want to send and selecting Send Report. You can enter the names of Workfront users, entire teams, or job roles. To send a report to someone who is not a user in your Workfront instance, just enter their email address in the Send to field. Provide a subject line for the email, or just take the default, which is the name of the report. An email message is optional. You can leave it blank. The access rights on the report determine what the recipient can see in the report. So, if you set the access rights of this report to yourself, then the recipients can see all the information you see in this report. If you put in someone with more limited rights, then the recipients will see only the report results that person would. It’s important to know that report recipients cannot click hyperlinks to open projects, tasks, etc. in Workfront unless they have a Workfront license and the permissions to access the particular item they’re clicking on. Note that when sending a report, such as Late tasks assigned to me, that uses a user-based wildcard, the projects that appear in the report are based on the user put in the Access Rights field. Choose the format options. PDF Legal Landscape is a popular choice with Workfront customers. Click Send Now to send this report immediately, or if you want to send the report on a regular schedule, click Make Repeating Delivery. This opens the Repeating Deliveries tab. The Repeating Delivery is a popular way to provide stakeholders with a periodic snapshot of project data. When you view a report in Workfront, you see real-time data. In other words, you’re seeing the data as it appears in the database, when the screen displays, and the data is updated when we refresh the screen. But the attachment sent for the repeated delivery shows the data in the database as of the moment each mail is sent, frozen in time. A report delivered weekly can be useful for keeping a weekly history that you can analyze to see trends. So, if you want to see what project data looks like every Monday at 5 a.m., you can specify that in Repeating Deliveries and add yourself to the recipient list. Now let’s look at sharing. If your report is of interest to others, you can share it with them. There are three ways to share a report in Workfront. The most common way to share is to give access to people, teens, etc. Here, the same way as you would share filter, view, or grouping. View rights to your report is the default, which means the person can view your report, but they can’t edit the report. If they have Workfront rights to create reports, they can copy your report and edit the copy. Workfront recommends that you only grant managed rights to a user if you want them to be able to edit your report. When you share a report, it will appear in the Users Shared with Me section. Another way is to copy a link. You can find this under the gear icon. If you choose Make this public to external users, anyone with a public link can see it. You get a link that you can copy and send to anyone you want, whether they are a user in your Workfront instance or not. When the user clicks the link, they see real-time data from the Workfront database. They can see updated data with just a browser refresh. They can click on a hyperlink to drill down in your report, but they will need to log into Workfront to follow the hyperlink. The last way to share a report is to choose the Make this visible system-wide option. This will make the report appear in the All Reports area of All Users. Not every Workfront user has the rights to share a report system-wide.