Sharing reports: choosing the audience and the access method

Sharing a report is a decision about who may see information and how long that access should remain available. The intended audience may be an internal colleague, a customer or another external party. Each audience needs a relevant scope rather than every field available to the report author.

A report prepared for one customer should not accidentally contain another customer's records. The report definition and filters need review before the access link is distributed.

DNA's report links

DNA provides report-sharing controls, including public links with an expiration choice and an optional password. The link-generation request includes the report and its configuration. The public viewer can present a report through its token without the normal application login, subject to the link's access response.

A public link is therefore an access mechanism in its own right. Its existence should not be confused with assigning the recipient a normal ERP user role. Password and expiry choices should match the intended audience and purpose.

Scope and presentation need review

A report view and a shared report can use different execution capabilities. DNA's viewer contains specific handling for whether a builder report's layout matches the server representation, including special treatment for fields spread across columns. Review the actual shared result before relying on identical presentation.

A column hidden temporarily in an author's view is not sufficient evidence of restricted access. The saved definition and the shared result must reflect the information intended for the recipient.

Managing access over time

DNA lists existing links and supports a revoke request. A successful revoke response updates the link list. Revocation should be checked when access is no longer needed; it cannot recall information that a recipient already copied or exported.

For a fictional customer review, Emily prepares only the relevant customer scope, checks the resulting shared view and uses a suitable expiration. If a password is used, it should be communicated separately from the link. The aim is useful access to the right information, with clear ownership of the sharing decision.