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Share or present a report

Learn how to share and present reports to boost communication, improve collaboration, and drive better, data-informed decisions across your team.

Availability

profile  Users, Editors and Admins

box  All accounts

lock  Feature exclusive to select subscription plans


Sharing reports enables effective communication and collaboration within a company. They allow teams to convey key information clearly and engage audiences with visual content. Whether for internal meetings, client discussions, or live presentations, this format fosters real-time interaction, drives decision-making, and enhances team alignment, contributing to better business outcomes.

Share a report

 Sharing is done through the share window, which you can open by following these steps:
  1. Go to the Reports page and locate the report you want to share.
  2. Depending on your view, use one of the following methods:
    • In Grid View:
      • Hover over the report and click Share.
      • Alternatively, hover over the report, click Edit, and then click Share in the top-right corner.
    • In List View:
      • Click the down arrow and select Share.
      • Alternatively, click the down arrow arrow-down, select Edit, and then click Share in the top-right corner.

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Shareable Link

Use this option to share the report as a link that the recipient can open online. Depending on the recipient, you can share the link in one of two ways:

  • Internal link: If the recipient is a user within the account, click Copy Internal link to copy the report URL to your clipboard. This URL is accessible only to users logged into the account.
  • Public link: If the recipient is not a user within the account, first toggle Enable Public link, then click Copy to save the report URL to your clipboard.
    • You can regenerate the link to enhance security or update it as needed.

Furthermore, under the Additional Settings section:

  • Links can be restricted to specific IP addresses or IP masks and can be password-protected.
  • For public links, you can restrict the recipient's ability to change date ranges in the visualizations.

Download PDF

Use this option to download the report in PDF format. Once the PDF is generated, you'll see the Download and Copy URL options in the bottom-left corner of the screen. The PDF file will also be available on the Archive page.

 Customization settings include:
  • Password protection for exported files.
  • The option to include any background images added to slides. We recommend using this feature only if the images are optimized and the total file size is under 10MB.

Send to email

Use this option to share the report via email immediately or schedule it for recurring delivery. You can personalize the email subject and accompanying message with the custom subject and personal note fields.

As with other sharing options, you can choose to include background images in the PDF. We recommend using this feature only if the images are optimized and the total file size is under 10MB.

Send to Slack

This option allows you to send the report immediately or schedule it for recurring delivery to one or more Slack channels. Personalize the post using the custom subject and personal note fields.

Similarly, you can choose to include background images in the PDF, with the same recommendation regarding image optimization and file size (under 10MB).

For more details on the Slack integration and its features, click here. 

Embed

This option allows you to embed the report on an external page using an <iframe>, with customizable width and height. Simply copy the provided HTML code and paste it into the external page.

Enter presentation mode

As an alternative to sharing the report in PDF format, Databox allows you to display reports in presentation mode. This feature presents your reports in a clean, full-screen view, with the option to show any saved speaker notes in a separate window. It's an excellent choice for live presentations, offering a more interactive and engaging way to present your content.

To enter presentation mode, follow these steps:

  1. Go to the Reports page and locate the report.
  2. Depending on your view, use one of the following methods:
    • In Grid View:
      • Hover over the report and click Present.
      • Or, click Edit and then Present in the top-right corner.
      • Or, click Edit and then ... More > Present with notes.
    • In List View:
      • Click Present.
      • Or, click the down arrow and select Present with notes.

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Frequently Asked Questions

Who can view the reports?

Only users with access to all the Databoards included in the report can view it. If they do not have access to any of the Databoards, the report will not be visible on their Reports page.

Why is it recommended to keep the report PDF file size under 10MB?

Keeping the file size under 10MB helps the file upload and download faster and makes it easier to share across different systems. Larger files may take longer to upload, cause delays, or not send at all if the email or messaging system has size limits. By reducing the file size, you can make sure it's easier to share and access without any issues.

Still need help?

Visit our community, send us an email, or start a chat in Databox.