Share a report

Share a report

Open a published report, select Edit, then Report sharing. Report sharing is available on paid plans and works on a phone. Publish a draft before sharing it. For access requirements, see Roles and permissions; for plan availability, see Billing.

Add a share

1. In Shares, select Add share.
2. Under Roles, pick a custom Rowseta role, or under People, search by name or email and pick a person. The picker offers custom roles and people, not groups or built-in roles.
3. The new card is unsaved. Choose its settings, then select Save changes. Cancel removes an unsaved card. Picking a role alone does not save a share.

On a saved share, select Edit to open its settings and Close to collapse them. Closing the card does not save changes. Cancel discards that card’s edits. Only settings you change or reset are sent when you select Save changes; untouched settings stay as saved.

Org unit scope and enrollment

Use Org unit scope to pick the parts of your Organization whose records belong in the share. With no picks and Scope by enrollment off, there is no org unit limit. With no picks and Scope by enrollment on, scope follows the person’s synced enrollments. Picked org units take priority over enrollment scope.

For a single current person or Rowseta role share, picked org units automatically include everything under them unless you set Include child org units by hand. Automatic mode says Automatic: on while org units are picked. With enrollment scope and no picks, automatic mode is off; turn the switch on to include org units under the enrolled org units. Its hint says Automatic: off when scope follows enrollment. Turn on to include org units under their enrolled org units.

The switch is greyed only when neither picked org units nor enrollment scope apply. Picking or clearing org units never changes a child setting you chose by hand. Use its Reset to return to automatic mode.

If the Organizational Unit Parents data set is turned on but has not synced yet, adding a share that includes child org units, or changing a share’s org unit scope, enrollment scope or child setting so that it includes them, is refused. Rowseta says Child org units cannot be included yet because the org unit hierarchy has not synced. Run a sync, then share again.

If Starting a query machine. This can take a minute. appears in the org unit picker, it keeps waiting and loads on its own.

Row visibility

Choose All records in scope or Own records only. The first includes everyone’s records within the resolved org unit scope. The second keeps records whose UserId matches the person’s linked Brightspace user ID, within that scope. Without that link, it shows no rows. See How access works.

Older shares can carry a row rule that is no longer offered. An older rule that allows no rows is shown as such. The older aggregate-only rule reads Cannot load this report until a row rule is chosen. Choose a current row rule before saving it as a new share. Copied shares with an older row rule block Publish until you choose a current rule.

Column visibility

Under Column visibility, use Visible columns to select columns. Select all restores all columns; when all are visible, the control reads All visible. An empty column selection means all columns, not no columns.

Personal information

Under Personal information, Personal data hidden replaces values in personal columns with Hidden, even when all columns are visible. It follows the source fields through renames and calculations. For example, FirstName AS fn still shows Hidden under fn, as does a calculation built from a personal field. Recognised personal output names are hidden too. Columns whose source cannot be traced, including columns from a table function in the report query, are hidden by design.

When masking is on, the coverage note lists Columns that will be hidden: with a reason for each: a personal source field, a personal output name, or a source that could not be traced. If none are hidden, it says No columns will be hidden. If the check fails, it says Rowseta could not check the columns. For a published report, coverage checks the published query; private draft changes are checked after publication. For an unpublished report, it checks the initial saved query. Review the note and use Test as to check the result.

Reset and defaults

For current person and Rowseta role shares, unset settings use fixed defaults: Scope by enrollment off, All records in scope, personal column masking off, and all columns. Reset beside a switch or Reset rows shows the default immediately. Select Save changes to store the reset. Child org units return to the automatic behavior described above.

These defaults and automatic children describe a single current share. Older person shares stored with a Brightspace base role can inherit that role’s row, enrollment and child settings when unset. New shares cannot use a Brightspace base role. When matching shares are combined, automatic child expansion is not applied to the combination; explicit or inherited child settings can still apply. Older or combined sharing can therefore behave differently. Use the summary and Test as to check the person’s resolved access.

Check it

The Who can see this report’s data card describes saved access. Its People and roles you share with row names shares, settings and people counts. Insight widgets in Brightspace counts active widgets using this report in courses. Roles that see all data appears when applicable. Additional rows can show Combined group shares, Other sharing, people who cannot open the report, or people whose access is course-limited. Other sharing counts older settings that cannot be edited here.

The Shares list shows Person or Role, a people count when available, and chips for saved org unit scope, records, columns and personal column masking. Paused, not applied marks an inactive share. Unsaved edits do not update the audience card: it says Save to update who can see this.

Check the actual outcome, not just the share’s settings. A person’s role can override share limits. See All rows in reports for those overrides and the course boundary, then Test as a person before relying on the share.

Reasons a person gets no rows or cannot load

The summary uses plain reasons: no Brightspace link for enrollment scope, no Brightspace link for own records, no org units match, or the row rule permits no rows. The older aggregate-only rule is different: Cannot load this report until a row rule is chosen means the report cannot load, rather than a successful result with no rows. Test as describes an empty resolved scope as No org units match, so no rows.

Check from the report viewer

Open the report normally and select Who can see this. It opens Who can see this report, a side panel on larger screens and a bottom panel on phones, with the audience summary and widget restrictions. When available, Manage sharing and Test as a person open the matching editor tabs.

If your access includes child org units but the Organizational Unit Parents data set is turned off, the report says Child org units are not included in this report. Ask your Organization Admin to turn on the Organizational Unit Parents data set.

The chips above the report’s results describe your own limits separately. For example, Rows limited to the launch course can appear together with Columns limited and Personal data hidden. A course chip does not mean that every column or personal value is available. See Run a report.

Remove access

Select the remove icon on the person’s or role’s share card. A saved share is removed immediately; removing an unsaved card discards it. Reopen Report sharing to confirm it is gone. A person may still have access through another share or their role. Use Who can see this report’s data and Test as to check remaining access.

Related

• Test as a person
• How access works