Once your report is built, it’s time to share your insights, whether with internal teams or external stakeholders. Caplena makes it easy to collaborate while maintaining control over who sees what and how they interact with your report.
🔍 In this article:
How to Access Sharing Options
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Open the report you want to share.
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Click the blue “Share” button in the top-right corner.
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A pop-up window will appear with internal and external sharing options.
Share with Team Members (Internal Sharing)
You can share your report with other Caplena users by granting them access to either the full report or a specific view.
Steps:
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Click the Share button in the top right corner of your report
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In the sharing window, select what you want to share:
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Default View (or any single view, e.g., French View)
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Or the full report
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Enter your teammates’ email addresses in the People with access section
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Choose the access level:
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View – allows read-only access
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Edit – allows full editing access
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Click Done to confirm
💡Tip:
Use “View” access for stakeholders who just need to read, and “Edit” for collaborators who help build or update reports.
Share Externally (Public Sharing via Views)
Need to share insights with people outside your organization? Caplena allows you to generate a shareable public link to your selected views
Steps:
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Open your report
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On the right-hand side, click Share
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Choose what you want to share:
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This view only (e.g., a view tailored for a specific audience)
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All views
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Click Share
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In the sharing window:
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Customize the link name
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(Optional) Set a password
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(Optional) Set an expiration date
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Click Copy link and send it to your stakeholders
Sharing Reports with Filters (Report View)
When you share a report view in Caplena, you can predefine which filters apply to it.
This allows you to send personalized links to different stakeholders, for example:
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A marketing team sees only feedback from their region.
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A product team sees only comments about specific features.
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A country manager sees only data from their market.
Each shared link displays only the filtered data you’ve set, while keeping the rest of the report structure the same.
How to Share a Filtered Report View
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Open your report and click “+ New View” on the left sidebar.
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Apply the filters you want
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Give your view a clear name, e.g., Report for Marketing Department.
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Lock your filters.
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Click Share report & views → choose the filtered view.
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Copy the share link or embed code.
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(Optional) Add a password or expiration date for extra control.
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Recipients will see only the filtered data and cannot modify it.
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🔒 This step is crucial!
Locking ensures recipients cannot remove or change the filter you’ve set, meaning they’ll only see the specific subset of data intended for them.
Embed a Report in Other Platforms
Want to display your report in a dashboard, intranet, or another tool?
Steps:
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Create and configure a View.
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Enable Shareable Link.
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Click “Copy embed code”.
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Paste into any HTML-supported platform.
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The embedded version always stays up to date with the latest edits in Caplena.
Good to Know:
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No Caplena account required for external viewers.
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Access controls still apply: set passwords or expirations for safety.
Embedding Caplena Reports in Power BI
You can easily embed Caplena reports directly into Power BI. This allows you to combine your Caplena insights with other BI visualizations inside one unified dashboard.📽️ Video Guide — Step-by-Step Setup