Our report sharing features allow you to share results with your customers, clients, colleagues, and stakeholders as soon as responses start rolling in!
You can also set up a schedule for a report to run on a one-off basis, daily, weekly, or monthly and have it sent to an email address (up to 5) of your choice! This means no more scrambling on the first day of the month for last month's data, it will be packaged up and sent right to you!
Check out our Share, Email, and Schedule an Export Tutorial to learn about Export sharing options.
Share Your Standard Report
After creating, customizing, and styling your Standard Report click the Share Report option in the upper right of your report to get started with sharing.
First, you will see a Shareable Link available for sharing your Standard Report. You also have the option to Customize this link where you can choose between a default, branded subdomain or private domain link. Learn how to make sure that all report links use your private domain by default (requires Account Administrator privileges).
Want a preview of what viewers will see when you send out this link? Click View to get a preview of the report itself.
Embed a Report
Below the Shareable Link you will see a link to Embed on your website. If you click this link you'll be provided with a iFrame Embed Code you can use to embed the report right on your website! To do so copy the Embed Code and paste it in the source code of your website.
Customize Privacy Settings in the Standard Report
Before you share your Standard Report you will probably want to consider the privacy settings for the report. Under Who can see this report you'll have the following 4 options:
Public
If you choose to make the report Public, the report will be indexed by search engines and anyone on the internet may be able to find it (with the right search terms of course).
All Personally Identifiable Information (PII), e.g. Names, Email Addresses, etc., will be automatically excluded from publicly shared reports. This includes the Public and Anyone with the link share options.
Anyone with the link
Viewers must have the link to get to the report. Search engines will not be able to index the report or serve it up in search results.
All Personally Identifiable Information (PII), e.g. Names, Email Addresses, etc., will be automatically excluded from publicly shared reports. This includes the Public and Anyone with the link share options.
Password Protected
Viewers must have the link as well as a password to view the report. When you select this option you'll specify the password in the field provided below.
Only Logged-in Alchemer Users
This option will take viewers to the Alchemer login page in order to see the report. This option is not compatible with private domains.
Note that all Personally Identifiable Information is automatically excluded from publicly shared reports.
Standard Report Share Options
Below the privacy options you will see several other sharing options.
Show Social Sharing Buttons
This option will include buttons to allow viewers to share your report on the following social media sites: Facebook, Twitter, Google+, and LinkedIn.
Allow Date Filtering
This option will provide the date filter menu to your viewers. Looking to allow the viewer to filter results by a question in the survey? Check out our tutorial on Allowing Shared Report Viewer to Filter Report Results.
Allow Exports
This option will provide viewers with a button to download the report.
Simply click the download tab and select from PDF, PowerPoint, Excel, or Word and click Start Export.
You will notice that this option is not compatible with the date filtering option. If you try to select the two together the Allow Date Filtering option will be unchecked. This is because generating PDFs is quite resource intensive; if paired with the viewers filtering by date, we would be generating A LOT of PDFs.
Email and Schedule Options for Your Standard Report
Once you check the option to Email Report Automatically you will have a number of tools available to set up a one-time delivery or recurring deliveries of your report.
One-time Delivery
- Get started by specifying a date and time for the email to send. Specify this date/time according to your account time zone.
- In the Send To field enter up to 5 email addresses. These will be the recipients of your report. Please remember to use commas (no spaces) between each email address.
- Customize the From Name, Subject, and Message fields. While these are not required, we recommend personalizing these fields to help the report recipients identify who the email is coming from and what the report is about.
Recurring Deliveries
The Recurring delivery option allows you to select your desired email delivery schedule so that you can receive your scheduled reports run at specified increments.
When do these scheduled email options actually send?
When you select and save one of the recurring send options your report/exports will be queued with all other scheduled reports/export. Below are the details for when each queue begins sending. It is important to note that the size of the queue will affect when your email is actually sent.
- Daily - This queue of reports begins sending at 7:00 am ET.
- Weekly - The queues for all weekly schedule options begin sending at 7:30 am ET.
- First, Middle, and End of month - The queues for all monthly options begin sending at 7:30am ET.
- Get started by selecting the recurring delivering schedule you wish to use.
You will also see an option to Only send scheduled report if there is new data. Checking this option will only generate an email if new data has been collected since the last email was sent. This does not mean that the report will be sent immediately when new data comes in. Rather, the report will continue to send according to the schedule that you set, but will only send if new data has been collected since the last time it was sent.
- In the Send To field enter up to 5 email addresses. These will be the recipients of your report. Please remember to use commas (no spaces) between each email address.
- Customize the From Name, Subject, and Message fields. While these are not required, we recommend personalizing these fields to help the report recipients identify who the email is coming from and what the report is about.
You will also see an option to Only send scheduled report if there is new data. Checking this option will only generate an email if new data has been collected since the last email was sent. This does not mean that the report will be sent immediately when new data comes in. Rather, the report will continue to send according to the schedule that you set, but will only send if new data has been collected since the last time it was sent.
What Will My Emailed Report Look Like?
Want a preview of what your email report will look like? Scroll to the top of your share options. Click View on the Shareable Link to get a preview of the report that you will be sending.
Unschedule a Report
To stop a scheduled report from sending simply go to Share Report in the upper right of your Standard Report and uncheck the option to Email Report Automatically. Click Save and you're all set!
Share a Hard Copy of Your Standard Report
You can download your Standard Report to PDF, Excel, Word, or PowerPoint by clicking the Download button in the upper-right corner when viewing the report within the Alchemer application.
Share All Other Reports
After creating your Report, click on Customize Report and navigate to the Share tab.
- You will immediately have a Distribution link available for sharing. You can copy this distribution link and email it to project stakeholders or link to it on your website. This link will display the report itself as you see it in the application. When stakeholders visit this report, they'll also have the option to download it as a PDF, Word document or CSV file. You also have the option to Customize this link where you can choose between a default, branded subdomain or private domain link. Note: At this time UK private domains will not work with Report share links.
- The JavaScript Embed Code will allow you to embed the report right on your website! Copy the JavaScript embed code and paste it on your website.
- You also have the option to Password protect access to this report for added security.
Email your Report
On the Share tab, you also have the option to set up a scheduled delivery (via email) of your report. With a scheduled delivery, the report will be automatically refreshed before sending. Follow these steps to schedule and email your report.
- Enter up to 5 email addresses in the Send To field. These will be the recipients of your report. Please remember to use commas (no spaces) between each email address.
- Customize the From, Subject, and Message fields. While these are not required, we recommend personalizing these fields to help the report recipients identify who the report is coming from and what the report is referring to.
Schedule your Report
Once you determine who you want to email your report to, the next step is to specify the frequency with which the report will be emailed.
- The One-time delivery option lets you specify a date and time (in EST) for the report to be sent out. To ensure that this sends It is best to set this to at least one hour out.
- The Recurring delivery option allows you to select your desired email delivery schedule so that you can receive your scheduled reports run at specified increments. These recurring deliveries can be set to re-run 30, 60, 90 or 120 times before needing to be rescheduled. You will be notified via email 15 days before your last run that you need to reschedule the recurring deliveries.
- No Schedule is selected by default. If you decide that you no longer want to schedule your report you can select this option.
For reports the link in the scheduled email will display the report itself as you see it in the application.
Only Send a Scheduled Report if There is New Data
You may find that you only want a report to be emailed if there is new data to report on. No worries! You can make sure this happens by checking the following setting.
Remove a schedule
Scheduled reports will continue to run based on the number of times you've selected. To remove a schedule from a report and halt further sends, find the survey and report in question, click Customize Report and go to the Share tab. Scroll to the Scheduled Delivery section, select No Schedule and Save.
Share a Hard Copy of your Report
You can print a report by clicking the printer icon next to Customize Report.
If you prefer, the Legacy Summary Report, Profile Report, Comparison Report, TURF, and Crosstab Report have the option to export a hard copy to PDF, Word, Excel or PowerPoint. These files can then be shared with your project stakeholders.
Admin
— Mike Cordeiro on 10/23/2020
Hi Julie!
Thanks so much for reaching out to Alchemer Help!
The reports sent via Share report update automatically, so whomever has the link will see the most up to date view of responses collect.
I hope this helps to clarify!
Mike
Technical Writer
Alchemer Learning and Development
— Julie on 10/19/2020
I'm trying to understand if a shared report will update automatically when new responses come in. So if I share my report with my boss, and then a new response comes in, when she opens the share link, will it include that new response as well?