Share Templates

You can share custom report templates with others in your organization so they don't have to recreate a report. You can also share downloaded and scheduled reports with others in your organization.

When you share a report template:

  • The shared template displays in the Report list for the shared users.
  • The user must have an admin level account with reporting access to see the report template in their report list.
  • If the user is a scoped admin, meaning they are an audience owner, they only see data in the template report associated with their audience unless you select the global viewing option.
  • The shared users can create a schedule for the report template, but can't share the template with others.
  • The shared users can create a copy of the report template.
  • The shared users cannot edit the original report template. They can only create a copy of the template and edit the copied version.
  • If the originator updates the shared template, users see those changes in their shared view.

When you share a scheduled or downloaded report:

  • When you schedule a report and share it, and you set the Data Access Option to global, the recipient of the report sees all data in the report even if they are only assigned to a specific audience.
  • When you schedule a report and share it, and you set the Data Access Option to restricted, the recipient of the report only sees data in the report from learners who are in audiences that they own. If no data is available for learners within a recipient's audience, they receive an empty report with an explanatory message instead of an error. If the recipient of the shared report is a learner or another role who is not an owner of an audience, they will not see any user data records in the report.
  • The user with whom you share it with can have any Skillsoft Platform role. If a shared user only has a role of learner, they can only download the report itself, they do not see any other admin feature or function.
  • Downloaded reports are only available for 14 days. As a result, you can only share a report during that 14-day duration. On the fifteenth day, the report is removed from the download list and shared users lose access to it.
  • After you download a report, you can share it. When you share a downloaded report, you do not have the ability to restrict what records recipients see.

Share a template

To share a template with other Skillsoft Platform users:

  1. From the left navigation bar, select Analytics and All Reports.
  2. Locate the report template you want to share in the list, and open it.
  3. Set the filters you want and run the report.
  4. From the Actions drop-down, select Share template.
  5. Enter the users or audiences who should see the shared template.
  6. If you want to notify the users that they should now see your shared template, select the box: Send an email to template recipients. Then, specify your name and a brief message.
  7. Choose what data shared users see when they open and run your custom template. Your choices are:
    • Restricted view: Select this option if you want recipients of the report to see only learner data from audiences that they own. For example, a manager in the APAC region owns an audience with only learners from the APAC region, and the report includes users from all regions. If you select Restricted, the manager only sees learners on the report that in the APAC region that are part of their audience. If the recipient of the shared report is a learner or another role who is not an owner of an audience, they will not see any user data records in the report.
    • Global view:Select this option if you want recipients of the report to see all learner data regardless of audiences that they own.
  8. Select Share template.
  9. Select Done.

Stop sharing a template

To stop sharing a report with all users and audiences listed:

  1. From the left navigation bar, select Analytics and All Reports.
  2. Locate the report template you want to share in the list, and open it.
  3. From the Actions drop-down, select Stop sharing template. The template is removed from all users who you shared it with.

Edit the name of a shared template

If you want to edit the name of your template, you can.

  1. From the left navigation bar, select Analytics and All Reports.
  2. Locate the report template you want to share in the list, and open it.
  3. From the Actions drop-down, select Edit template share.
  4. Enter a new name for your template.
  5. Select Save.

Remove a shared template from your list

If someone shared a report template with you, but you no longer want it displayed in your report list, you can remove it. To remove a shared template from your list:

  1. From the left navigation bar, select Analytics and All Reports.
  2. Locate the report template you want to share in the list, and open it.
  3. From the Actions drop-down, select Remove template. The template is removed from your All Reports list.

Copy a shared template

If someone shared a report template with you, you cannot edit the original template. To make changes, you must create a copy of the template, which you can then edit and re‑share.

  1. From the left navigation bar, select Analytics and All Reports.
  2. Locate the report template you want to share in the list, and open it.
  3. From the Actions drop-down, select Save as new template. You now have a new template in your report list that you can use as you see fit.