Emailing reports

Email a report to share data with other Reports users as well as external stakeholders that do not have access to the Reports app. You can only email reports that have been saved and activated.

How it works

When you save a report, you can define distribution and security settings associated with the report. These settings allow you to specify whether or not the report can be emailed, and the level of access required for people to be able to receive the report by email.

Emailing reports to external stakeholders

To email a report to a person that does not have access to the Reports app, you must define the following settings when you save the report:

  • From the Details tab, set Report Access to Public.
  • From the Distribution tab, set Email & Broadcast Security to Unsecure.

Once you have configured the distribution and security settings, you can send the report by email.

Access to Diligent One data

Depending on how you enter the report recipients, the following occurs:

How the recipient was entered What happens Example

You select a user from the dropdown list

Note

Only users that have accessed Reports are listed.

The Reports app uses the user's token to authenticate and determine their access to Diligent One data.

The report only shows the data that the user has access to in Diligent One.

Other situations

  • If a user accessed the Reports, app and is later granted No Access as their Reports access level in Launchpad), the user will still be included in the dropdown list, and be able to access data based on their permissions in other Diligent One apps.
  • If a user accessed the Reports app, and is later removed from the Diligent One instance, the user will still be included in the dropdown list, but will not be able to see any report data (No Results).

Scenario There are five projects in the Diligent One instance, but the user only has access to one project.

Result The report only displays the one project to the recipient.
You manually type an email address

The Reports app treats this as an external email address. This applies to both licensed Diligent One users and external users (non-licensed).

The report shows the data that the creator of the report or the last person who edited the report has access to in Diligent One.

Scenario There are five projects in the Diligent One instance, but the user only has access to one project. The person sending the report is an administrator, and has access to all five projects.

Result The report displays all five projects to the recipient.

Permissions

Only Report Admins and Report Writers can email a report.

Sender Email address

Recipients will see your name and email as the source of the report. If your organization has set up a custom sender, those settings are not supported by the Reports app.

Verify distribution and security settings

  1. Open the Reports app.

    The Browse page opens.

  2. Open the report you want to send by email.
  3. In the toolbar, click Share .

    The Share dialog box opens.

  4. Click Share Settings.
  5. Ensure the Email setting is turned on and the Email & Broadcast Security setting is correct.
    SettingDescription
    Emailallows you to distribute the report by email
    Email & Broadcast Security

    allows you to specify the level of access required for people to be able to receive the report by email:

    • All Users all Reports users can receive the report via email
    • Unsecure the report can be sent to external stakeholders that do not have access to the Reports app
    • Validated Users all users with folder access to the report can receive the report via email
  6. Click Back to share.

Email the report

  1. Click in the Add Recipients field, and specify the email recipient(s):
    • To send the report to an external stakeholder that does not have access to the Reports app, enter the email in the search box and press Enter.
    • To send the report to a specific user or group, enter the name of the user or group, and select the appropriate user or group.
    • To view a list of all users and groups, click All, and select the appropriate user or group.
    • To select a recipient from a list of users, click People Only, and select the appropriate user.
    • To select a group from a list of groups, click Groups Only, and select the appropriate group.
  2. In the Name field, enter a subject for the email.

    By default, the name of the report displays as the email subject.

  3. Specify the format of the report in the email by selecting one of the following options:

    Note

    Considerations:

    • If you do not select an option, the report is included as HTML content in the body of the email.
    • If you select the Link to Content option, recipients are emailed a link to the report. After they sign into Diligent One, they can use that link to go to the report in the Reports app. Any recipients that do not have access to the Reports app cannot access the link.
  4. Optional. Enter an additional message to accompany the report.
  5. Click Submit.

    Result The report is sent to the specified recipient(s) via email.