Saved reports have the ability to be shared out to other administrative users on your site. However, these shared reports may function differently depending on the admin user type to which they are being shared.

Sharing to Staff:

The 'share reports' interface lists all the users in the Facilitators permissions group in the 'staff' listing. When a report is shared to a Facilitator, both the query used to generate that saved report as well as the report's output columns are shared to the other admin user. When the Facilitator executes the report from the My Saved Queries and Reports panel, it will run the same query and display the same output columns that the sharer saved.

 

 

I am a staff member in the Facilitator's group, and I run a query of all the Fall 2018 pending applications. I use the results of that query to generate a report of all the emergency contact addresses of the pending applicants in the Fall 2018 application cycle. I save that report as 'Emergency Contact Fall 2018'.

 

Then, I share that report to another Facilitator on my site. When that Facilitator logs in, the report 'Emergency Contact Fall 2018' will appear under the 'shared reports' link in the 'My Saved Queries and Reports' panel. When that Facilitator clicks on the report, they will see a report of the emergency contact information for all the pending Fall 2018 applications.

Sharing to Reviewers:

When a report is shared to a Reviewer, only the report's output columns are being shared. The query is not being shared. When a report is shared to a reviewer, it allows that reviewer to produce that report for all the applications assigned to that reviewer.

 

 

I am a staff member in the Facilitator's group, and I run a query of all the Fall 2018 pending applications. I use the results of that query to generate a report of all the emergency contact addresses of the pending applicants in the Fall 2018 application cycle. I save that report as 'Emergency Contact Fall 2018'.

 

Then, I share that report with one of the program reviewers. When that program reviewer logs in, the report 'Emergency Contact Fall 2018' will appear under the 'shared reports' link in the 'My Saved Queries and Reports' panel. When the reviewer clicks to run that report, it will produce a report with the same output columns as the 'Emergency Contact Fall 2018' report I produced, but it will produce the report for the applications for the reviewer's assigned programs instead of the pending Fall 2018 applications.