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kstim
Helper ⭐️⭐️
March 2, 2023
Open

Please make the managing of shared reports an easier experience

Related products:CS Reports
  • March 2, 2023
  • 20 replies
  • 347 views

I love the share reports feature in Reports, but I am hoping some updates can be made to the usability of this feature so that managing shared reports is an easier and more enjoyable experience.

1). When I navigate to the Manage tab to adjust existing sharing settings for users, I can’t make edits to it as it’s greyed out. If I wanted to make a change, I need to create a new “Share”. This then creates issues with the older report links shared out with a message saying “Unable to access the link.” Usability would greatly increase if admins had the ability to edit existing shares (i.e. remove a user(s), add a user(s) edit the sent time for scheduled reports, etc.)

2). When trying to delete a singular sharing setting, it deletes the rest of the existing sharing settings as well and not just the one I want to actually delete. This means I have to re-add all of the existing sharing settings on the report from scratch. It would be super useful if an adjustment could be made where selecting “Delete” on one action only deletes that one action, not all of them.

Thanks!

 

20 replies

kstim
kstimAuthor
Helper ⭐️⭐️
May 7, 2024

Improving the experience of sharing dashboards should also be considered as part of this post. After configuring a schedule and sharing the dashboard with select users, I can’t go back and edit the list of users at all.

What if one of the users currently scheduled to receive this dashboard link leaves our company, or no longer needs this dashboard sent to them? I can’t remove just them from the configuration - I need to delete the schedule entirely then re-add everyone else and set the schedule up again.

What if a new manager joins and requests to receive this dashboard link? I can’t add any new users to the existing schedule - I need to set up a separate schedule just for them. 

@Prateek Parashar Do we know if this idea is going to dev in Q2? Maintaining these user lists are very difficult in both the sharing of reports and dashboards. It would be so amazing if we could improve this experience for admins!

Prateek Parashar
Gainsight Employee ⭐️
Gainsight Employee ⭐️
May 7, 2024

 Hi  @kstim , Unfortunately, its not going to deb in Q2. I completely understand the problem that you and others are facing with Report/Dashboard sharing and appreciate your patience.

 

Regards

Prateek

Prateek Parashar
spencer_engel
Expert ⭐️
August 5, 2024

This has been a frustrating experience. How is there not a way for us as Admins to report on which reports/dashboards are scheduled? That alone would be nice, not to mention who scheduled it, who the recipients are, the schedule, etc. Right now, we have absolutely nothing - and oh yeah - it doesn’t respect the Oauth user, so if someone scheduled a report and leaves the company that report just suddenly stops exporting.

kstim
kstimAuthor
Helper ⭐️⭐️
February 28, 2025

Resonating with what ​@spencer_engel said. Our only current options to see what has been shared is to:

  1. Click through each individual report and/or dashboard to see if they have shared settings configured
  2. Add a prefix before the name of shared reports and/or dashboards like [S] to identify that it’s being shared (thanks for the idea ​@dcassidy!)
  3. Add shared reports and dashboards to respective “Shared” folders

It would be nice to have a column in report builder and dashboard builder that shows whether or not the asset is being shared. The column could be named “Shared?” or something similar, and the output could simply be a Yes / No. Then we could hypothetically filter on this column to quickly and easily view which reports and dashboards are being shared.

Carol_Keyes
Helper ⭐️
February 28, 2025

Enhanced report sharing with usage tracking would significantly reduce dashboard requests and noise. By empowering users with targeted reports, we can promote self-service insights, monitor adoption, and iteratively improve their value over time, rather than investing heavily in upfront dashboard development.

Carol Keyes
rrobinson
Contributor ⭐️⭐️⭐️⭐️⭐️
September 11, 2025

+1

Any news on this pain point? It’s so awkward to mass manage shared reports that its better off not using it or sending via JO.

-RR
dayn.johnson
VIP ⭐️⭐️⭐️⭐️⭐️
May 4, 2026

We can tag attachments. Why not other things (reports, email templates, JO programs, etc...) – this would be incredibly helpful for reports and organization. This is an extremely old thread with lots of votes.

Staff CS Content & Comms Manager, 2x Gainsight CS Ops Product Council Member
kstim
kstimAuthor
Helper ⭐️⭐️
August 4, 2026

@Prateek Parashar Do you have any updates on if this will be considered in any near-term releases?

amanda.caldwell
Contributor ⭐️⭐️⭐️⭐️
August 4, 2026

Please, for the love of God, work on making these report sharing/schedule capabilities BETTER!

romihache
VIP ⭐️⭐️⭐️⭐️⭐️
August 5, 2026

This resurfaced in GGA, came to add my vote and realized is already here.
Please, this feature needs some love ASAP.

Continuous improvement is better than delayed perfection