Sharing Reports

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:

• Internal Sharing

• Public (External) Sharing

• Sharing Report with Filters

• Embedding

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How to Access Sharing Options

1. Open the report you want to share.

2. In the Edit mode, click the “Share” button in the top-right corner.

3. A pop-up window will appear with internal and external sharing options.

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 Share with Team Members (Internal Sharing)

You can invite specific Caplena users to view or edit your report.

Steps:

1. In the "People with access" section, enter your teammates’ email addresses.

2. Set access level:

   • View – allows viewing only.

   • Edit – grants full editing capabilities.

3. Click Done to confirm.

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Share Externally (Public Sharing)

Need to share a report with people outside your organization? Caplena lets you generate a public link.

Steps:

1. In the "Access outside of your organization" section, enable Shareable Link.

2. Copy the generated link and share it via email, chat, or your preferred channel.

Optional Settings:

• Set a Password: Restrict access with a unique password.

• Add Expiration Date: Automatically disable access after a specific date.

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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:

• 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.

Each shared link displays only the filtered data you’ve set, while keeping the rest of the report structure the same.

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How to Share a Filtered Report View

1. • Open your report and click “+ New View” on the left sidebar.

   • Apply the filters you want 

   • Give your view a clear name, e.g., Report for Marketing Department.

   • Lock your filters.

     🔒 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.

   • Click Share report & views → choose the filtered view.

   • Copy the share link or embed code.

     • (Optional) Add a password or expiration date for extra control.

   • Recipients will see only the filtered data and cannot modify it.

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💡 Pro Tip

If you enable Insight Chat, recipients can ask AI-based questions about their filtered data only.
This helps them explore insights safely without accessing the full dataset.

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Embed a Report in Other Platforms

Want to display your report in a dashboard, intranet, or another tool?

Steps:

1. Enable Shareable Link.

2. Click “Copy embed code”.

3. Paste the code into any HTML-supported platform 

    

Good to Know:

• No Caplena account required for external viewers.

• Access controls still apply: set passwords or expirations for safety.