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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.

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How to access sharing options

Open the report you want to share and click the blue Share button in the top-right corner. A pop-up window will appear with internal and external sharing options.
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Export as PDF

In addition to sharing a live link, you can export a static PDF snapshot of the report.
1

Open the report

Open the report (or the specific View) you want to export.
2

Click the download icon

Click the download icon in the top-right corner, next to Save as new View.
3

Choose Export as PDF

Select Export as PDF from the menu.
The PDF export reflects the configuration of the master report — not the filters of the View you’re currently on. If you need the PDF to cover a specific timeframe or segment (e.g. “August 2026 only”), set that filter on the master report itself before exporting. Filtering a saved View alone will not change what appears in the PDF.
A PDF export is a static snapshot of the visual report (charts, scores, summaries) — it does not include the underlying row-level data. To export the raw dataset (responses, topics, sentiment, metadata), use the export options on the Topics view or Data page instead.

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Control which columns recipients can see

When sharing a specific view, you can choose which data columns are visible to recipients. This lets you share a report with stakeholders while hiding columns that aren’t relevant to them — or that contain sensitive information. In the sharing modal, scroll to Visible columns and uncheck any columns you want to hide. By default, all columns are visible. Recipients will only see the columns you’ve enabled — they cannot unhide them.
The column used as the date axis and any column used as a row weight stay visible, they’re required for the report to render correctly and can’t be hidden.
If a hidden column is used as a global source (e.g. for segments or filters across the report), the view will show the following message:
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Recipients also can’t see the configured values behind filters, segments, or widget buckets that reference a hidden column. The filter or bucket still applies to the report, but its values — for example the keywords in a text-contains filter or the categories in a bucket — are redacted in the view. This keeps sensitive setup details (such as PII used in a saved filter) private even when a filtered view is shared.
Use this together with locked filters to create fully tailored views for different audiences — the right data, filtered to the right segment, with only the relevant columns showing.

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Share with team members

Share your report with other Caplena users by granting them access to the full report or a specific view.
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1

Open sharing

Click the Share button in the top right corner of your report.
2

Choose what to share

Select a specific view (e.g. “French View”) or the full report.
3

Add people

Enter teammates’ email addresses in the People with access section and choose their access level — View for read-only, Edit for full access.
4

Confirm

Click Done.
Use “View” access for stakeholders who just need to read, and “Edit” for collaborators who help build or update reports.
Generate a shareable public link to your selected views for people outside your organization.
1

Open sharing

Open your report and click Share on the right-hand side.
2

Choose scope

Select This view only or All views.
3

Configure the link

Optionally set a link name, password, or expiration date.
4

Copy and send

Click Copy link and send it to your stakeholders.

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Share filtered report views

When you share a report view, you can predefine which filters apply — sending personalized links to different stakeholders:
  • A marketing team sees only feedback from their region
  • A product team sees only comments about specific features
  • A country manager sees only data from their market
1

Create a new view

Open your report and click + New View on the left sidebar.
2

Apply filters

Apply the filters you want and give the view a clear name (e.g. “Report for Marketing Department”).
3

Lock your filters

Lock the filters — this ensures recipients cannot remove or change them.
4

Share

Click Share report & views → choose the filtered view → copy the share link or embed code. Optionally add a password or expiration date.
If you enable Agent, recipients can ask AI-based questions about their filtered data only — helping them explore insights safely without accessing the full dataset.

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Embed a report in other platforms

1

Create a view

Create and configure a View and enable Shareable Link.
2

Copy embed code

Click Copy embed code and paste it into any HTML-supported platform.
The embedded version always stays up to date with the latest edits in Caplena. No Caplena account is required for external viewers. You can still set passwords or expiration dates for access control.

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Embed in Power BI

Last modified on October 7, 2026