Share a report with people

You can share a report table with people by email, also with people outside Caleido such as your board, investors or your accounting firm. Each invited person gets a personal sign-in link to the report, without a password. You decide what each person sees and how long their access lasts. Sharing a report is different from sharing a workbook. A shared workbook is available to everyone in your organization, while a shared report goes only to the people you invite.

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Open the share window

The share window has three tabs:

• Share: invite people, change their access and choose who can open the link
• Schedule: send the report by email on a recurring schedule
• Activity: see who has opened the report and turn on notifications

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Invite people

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Access settings

You choose the settings for new invitees with Settings before you send. After that, you can change them for each person: under People with access, click the role next to the person’s name.

• Role: Can view or Can comment. People who can comment can add comments to the report
• Access type: Snapshot shows the numbers as at the time of sending. Live numbers always shows the latest numbers
• Drill-down visibility: All levels shows every row of the report. First row only shows only the top-level rows
• Access expires: In 1 month, In 3 months, Never or a Custom date in the format d.m.yyyy

New invitees get Can view, Snapshot, All levels and an expiry of 3 months unless you change them. Caleido saves each change to a person’s access straight away. To stop sharing with someone, open their settings and select Remove access, then confirm with Remove. If the person receives scheduled emails, they are also removed from those. If you only switch a person from Live numbers back to Snapshot, they can no longer open the live link.

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Choose who can open the link

Under General settings, Access decides how the report link works:

• Invited people only: each person you invite gets a personal sign-in link by email. This is the default
• Anyone with the link: anyone who has the link can open the report after typing their email address. Caleido does not verify the address. For this option, you can also choose when the link expires (In 1 month, In 3 months or In 12 months) and whether it shows a Snapshot or Live numbers

Click Copy link to copy the report link to your clipboard. To stop a public link, open Access and select Remove public link, or switch back to Invited people only, and confirm with Remove. Everyone who has the link loses access. People you invited by email keep their access.

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What invited people see

Each invited person gets an email with the headline that you shared a report with them, your optional message and, if you included it, a preview image of the report. The email contains a personal sign-in link. They don’t need a Caleido account or a password. The link opens the report in the browser. People with Can comment see a Comments section below the report where they can add, edit and delete their own comments. The report can only be opened through the personal sign-in link. If a sign-in link has expired, the person enters their email address and Caleido sends a new link if the address was invited. People who also use Caleido can click Open in Caleido to see the report in the app.

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Schedule report emails

A schedule sends the report automatically to people who already have access. To add someone who doesn’t have access yet, invite them on the Share tab first.

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Create a schedule

Live numbers can only be sent to people whose access type includes Live numbers. If a recipient doesn’t have it, Caleido tells you who, and you can change their access on the Share tab. If a schedule with the same recurrence and type already exists, Caleido adds the recipients to that schedule instead of creating a new one.

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Edit or delete a schedule

The Schedule tab lists your Scheduled emails, soonest first. Click a schedule to open it.

• To change it, add or remove recipients, change the recurrence or the type, and click Save changes
• To delete it, click Delete and confirm. Recipients keep their access to the report

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Follow activity

The Activity tab shows how the report has been received. A number on the tab shows how many invited people haven’t opened the report yet.

• Opened by: how many of the invited people have opened the report
• Views: how many times the report has been opened in total
• Last opened: when the report was last opened, and by whom
• Who opened it: each person with the number of times they have opened the report and when they last did, or the date they were invited if they haven’t opened it yet

Under Notifications, turn on Email me when someone opens it to get an email when someone opens the report. Caleido sends at most one email per person per day.

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