Share a report
Share custom reports with colleagues by granting view or export access by role or by user through Report permissions — with data-protection-minded defaults.
Reports in Your Reports are private to their creator by default. Use Report permissions to share a report with specific roles or users without giving them full edit access. Sharing turns a personal report definition into a team resource — registrars, faculty administrators, and program leads can run the same cohort, enrollment, or pass-rate report each term without duplicating query setup.
Permissions are granular: Can view allows running and seeing results in the UI; Can export additionally allows CSV and Excel downloads. This separation supports data-governance policies where seeing aggregates in Fuxam is acceptable but offline copies require explicit approval.
Why it matters
Institutional reporting is rarely a solo task. The person who builds the query is often not the person who needs the output each semester. Without sharing, every colleague would need permission to write reports and would maintain duplicate definitions that drift apart.
Report permissions centralize access on the report owner (or an administrator who can manage report permissions). Grantees see the report in Your Reports, open the Report tab, apply required filters, and run — exactly as documented in Run and export a report. Export remains opt-in per grantee.
For recurring questions such as headcounts and grade summaries, share one canonical report from the Common reports catalog rather than letting each faculty invent its own.
How it fits
| Related area | Relationship |
|---|---|
| Create a report | Build the report before sharing |
| Run and export a report | What grantees do after access is granted |
| Statistics and reports | Access overview for Statistics Center |
| Permissions, features and visibility | Configure who can manage report permissions and related role grants |
Sharing custom reports is distinct from other export channels. University statistics exports are governed by permission to view statistics; health insurance and time-tracking exports follow their own access models. Report permissions apply only to items in Your Reports.
Key concepts
| Term | Meaning |
|---|---|
| Report permissions | Sheet listing grantees and their Can view / Can export settings |
| By role | Grant access to everyone holding a selected role |
| By user | Grant access to one or more named users |
| Can view report | Open and run the report on the Report tab |
| Can export report | Download CSV and Excel from the results table |
| Report owner | Creator with full access — edit, run, export, share, delete (subject to role permissions) |
Visibility summary
| Access level | What the grantee can do |
|---|---|
| No permission entry | Cannot see the report in Your Reports unless they created it |
| Can view | Open the report, run it, and see results |
| Can export | Download CSV or Excel from the results table (requires view access in practice) |
| Report owner | Full access — edit, run, export, share, and delete (subject to role permissions) |
| Permission to write reports (role) | Create and edit reports; does not automatically share them with others |
| Permission to manage report permissions (role) | Manage permissions on any report, not only owned reports |
How to open report permissions
Go to OrgHub → Statistics Center → Your Reports.
Find the report you want to share and open the row Actions menu (⋯).
Select Permissions. The Report permissions sheet opens.
The sheet lists every grantee (role or user) who has been given access, along with their current Can view and Can export settings.
How to add a permission
In the permissions sheet, choose By role or By user.
Select the role or one or more users to grant access to.
Toggle Can view report to allow opening and running the report on the Report tab.
Toggle Can export report to allow CSV and Excel downloads from the results table.
Select Add permission to apply the entry.
Select Done when finished.
How to manage existing permissions
For each grantee already listed, you can:
- Turn Can view or Can export on or off without removing the grantee entirely.
- Remove a permission entry to revoke access.
Sharing patterns for common reports
| Report type | Suggested sharing | Why |
|---|---|---|
| Summary pass rates / averages | Can view for faculty leads; Can export for institutional research only | Reduces student-level files in circulation |
| Cohort enrollment roster | Can view for program admins; export only for registrar | Operational checks vs offline processing |
| Student directory | Narrow roles; prefer view | Broad directories are high-sensitivity |
| Program intake list | Role-based view for admissions / registrar | Stable team access via By role |
| QC lists before Prüfungsstatistik | Small named-user set with export | Short-lived, sensitive working files |
Pair sharing with required filters on the report definition so grantees cannot run an unscoped full-institution extract. See Create a report.
Best practices
- Default to Can view only; add Can export when there is a documented need for offline files.
- Prefer By role for stable teams (for example, all registrar staff) so new hires inherit access automatically.
- Use By user for one-off access to sensitive reports or external collaborators on specific roles.
- Review permissions when report owners leave the institution — transfer ownership or update grants before access gaps appear.
- Document in the report Description who the intended audience is; permissions should match that audience.
- Remember that permission to write reports lets colleagues create their own reports but does not expose yours — sharing is always explicit.
- For leadership audiences, share the summary report, not the student-level duplicate.
Common pitfalls
| Pitfall | Consequence | Avoidance |
|---|---|---|
| Granted export when only view was needed | Uncontrolled spreadsheet copies | Start with Can view; escalate to export deliberately |
| Shared with overly broad role | Too many users see sensitive rows | Narrow role or add filters in the report definition |
| User has Can export but lacks role-level export permission | Export may still work per-report, but role-level permission also matters — see warning above | Align role permissions and per-report grants |
| Forgot to revoke former staff | Residual access via role membership | Remove user-specific grants; review role membership separately |
| Shared a detail report meant for summaries | Personal data overshared | Duplicate into a grouped summary; share that instead |
FAQ
Does sharing let someone edit my report?
No. Can view and Can export do not grant edit access. Editing requires permission to write reports and ownership or edit rights. Grantees cannot change the query builder configuration.
Who can open the permissions sheet besides the owner?
Users whose role includes permission to manage report permissions can manage permissions on any report.
What is the difference between role-level export permission and Can export?
Role-level export permission applies across reports for that role. Can export is per-report on the permissions sheet. Both can affect whether export actions appear — see the visibility table and warning above.