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Report sharing and access controls

How to control access to reports you create in Intercom.

Mariah avatar
Written by Mariah
Updated yesterday

Internal report sharing allows you manage access to reports you create, enabling your teammates to collaborate effectively while maintaining oversight over data access and report modifications. This ensures that sensitive information is protected and that report integrity is maintained.

To share reports with your teammates, they will also need to have reporting permissions on your workspace.


How to share a report

Click the Share button at the top of your report to set it as private, share it with select teammates/roles, or make it accessible to all teammates with reporting permissions within your workspace.

Report access levels

You can specify the access level each teammate/role has to your report.

  • Full access: Allows teammates to edit, delete, and share reports with others, granting complete control over the report’s content and dissemination.

  • Explore only: Permits teammates to adjust filters, drill into data for deeper analysis, and export data, without the ability to alter the report’s fundamental structure or content.

  • View only: Enables teammates to view report data, without capabilities to make changes, adjust filters, or export data.

Teammates with access

Access to a report can be given to specific teammates or custom roles.

When a role is assigned a certain level of access to a report, all teammates with that role will automatically receive that access. Additionally, any new teammate added to that role will automatically gain access.

Workspace access

You can also choose to change the default access level to a report for your whole workspace:

  • With your workspace selected: Anyone in your workspace with reporting permissions will be able to see this report and you can adjust what level of access your entire workspace can have.

  • With "Restricted" selected: This will only allow the "Teammates with access" to see your report. If no teammates are given access, only you will be able to see the report.

Once you've finished updating access to your report, click Confirm to save the changes. If a report is shared with teammates, they'll receive an email notification.

Note:

  • In cases where there is a conflict between workspace permissions and report level access, the more restrictive option will always take precedence. For instance, if a teammate has "Can create and edit Reports" permission on your workspace, but is given "View only" access to a specific report, they will adhere to the view-only restriction for that report.

  • When you add a report to a workspace folder, only teammates who have been granted access to that specific report will see it in their Reports navigation.

  • The report creator will become the designated report owner who cannot be removed. If this teammate is removed from a workspace, a new teammate needs to be assigned as owner of their reports during the teammate removal process.


FAQs

Why are there multiple teammates listed in the share section of my report?

If you notice teammates appearing in the share section of your existing reports, it’s because they previously had access to these reports through workspace permissions. During the recent feature update, existing teammate permissions were migrated to the individual report level. This ensures that all access rights are maintained consistently with prior settings, allowing your team to continue collaborating seamlessly without any disruption.

How do I request access to a report?

Requests to access reports currently can't be made through your workspace. If you need to change your access level to a report, please reach out directly to the report owner. You'll see a list of teammates who have share access on each report.

I shared a report with my teammate, but they still can't see it. What could be wrong?

There are a couple of reasons why your teammate might not be able to see the report you shared:

  • Action confirmation: Make sure to click Confirm in the bottom right corner after making changes to report access. If this step is missed, the share action won’t be saved, and your teammate won't gain access.

  • Workspace permission restrictions: If your teammate lacks the necessary workspace permissions to view reports, they won't be able to access the shared report. This issue will be indicated by an error icon next to their name when you attempt to share the report. Ensure that your teammate has the correct workspace permissions enabled for reports.

Can I share a report with teammates who don't have a seat in our workspace?

Reports can only be shared internally with teammates who have a seat in the workspace. This means that to access a report, a teammate must have an assigned seat within your workspace (this can be a lite seat).

Why is one of my custom workspace navigation folders completely blank?

If a folder appears empty, it may be because you no longer have access to the reports that were previously added to it. Reports remain visible in your folders only as long as you retain access. If your permissions to these reports are revoked, they will no longer appear in your reports list or in any folders they were added to.


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