Share Options for Managed Dashboards and Reports

This applies to: Managed Dashboards, Managed Reports

You can share and export a managed dashboard, report, or other view: share as a link to send or save, or export it to file formats such as CSV, Excel, an image, PDF, or PowerPoint.

When viewing or editing the view you want to share, find the Share option in the toolbar if displayed. You can also right-click or long-tap an empty part of the view to find it in the context menu.

You can manage what a user can see in exports while editing as well. See Dashboard Editing Export Options.

Export Notes

• Legends and components such as labels are separate from visualizations in Symphony, but can be included in the image when you select to export only a single visualization that is within the boundaries of the visualization (including its Padding set in the Properties window).

• Exporting of images, PDFs, and PowerPoint is performed on the server where Symphony is installed, so only fonts that have been installed on that server or are included via CSS or HTML can be used to render. If you specify a Font Family not available on the server or use the default font, a different font may be used than the one in your own browser. The Source Sans Pro and Inter fonts are included by default.

• You can modify the Company and Creator that appear in exported Excel and PowerPoint files with the Company Meta Data Text and Creator Meta Data Text settings in the configuration settings in the Export category.

Share a Link (URL)

The Link option gives you a URL to view your current dashboard, report, or other view. You can bookmark it in your browser, or send it to someone else. Changes you make while viewing, such as filtering and sorting, are also included in this link (also known as a short link).

1. Open or edit the view you want to share. Select Share, then Link in the toolbar. The Share work area opens.

   Note: Alternatively, right click or long tap an empty section of your view to open the context menu and select Share, then Link.

2. Symphony generates a URL in the Link field.

   Note: You can select the Copy button to copy the link to your clipboard. Paste the link, as needed, in other applications.

3. By default, Show only a simple viewer is selected of the View Options. Use this selection, or pick another.

   • Show the view with the full editor - Opens the view in the editor with menu, toolbar, and task bar visible.

   • Show only a simple viewer - The default selection. Opens the view full screen, without the menu, toolbar, or taskbar. These items may be available from the context menu.

   • Show only the toolbar - Opens the view with toolbar visible.

   • Show the menu and toolbar - Opens the view with menu and toolbar visible.

   • Show the menu and taskbar - Opens the view with menu and taskbar visible.

   • Show the menu, toolbar and taskbar - Opens the view with menu, toolbar, and task bar visible.

4. To share this view with others who don't already have access to this view, select Give others access, then select their names from the list.

   • You can only share access to this view with others if you created the view or have the Full Control privilege.
   • Any files you create in My Project are accessible only to you by default.
   Important: If this is a new item, you must check it in to allow others to access it.

5. You can optionally share your link directly by email. Select Email or Delivery Options, add recipients and a message, or set other options. Sharing this information is similar to sharing notifications, but this is a one time delivery. See Set Up Delivery Options.

Share an Image

The Image option exports the entire view, such as a dashboard, scorecard, or specific visualization, in PNG format.

1. Open or edit the view you want to share. Select Share, then Image in the toolbar. The Export work area opens.

   Note: Alternatively, right click or long tap an empty section of your view to open the context menu and select Share, then Export.

2. The Format option Image is selected by default. Change the selection to export in a different format.

3. The Selection option Entire View is selected by default and exports the entire view to an image.

   Note: If you're exporting a dashboard, you can select Single Item, then pick an available visualization from the dashboard to share.

4. If you share the Entire View, the view is exported as you currently see it, taking into account content that can be shown and hidden. Reports are exported as a .zip file that includes an image for each page.

5. Optionally, select Append Date to File Name to add the date to the file name.

6. Optionally, share your exported file directly by email. Select Delivery Settings, add recipients and a message, or set other options. Sharing this information is similar to sharing notifications, but this is a one time delivery. See Set Up Delivery Options.

   Note: To export to a file immediately from the Export work area, select Export after defining your options. Symphony begins the export process. Once complete, Symphony displays a Download the created export option: select to download your export.

   Click the Close button before the export completes, for example when waiting for a long report to export. From your profile, you can then manage the export process or download the file once it finishes, as well as download other recent exports from the last 7 days or the length of time set by your administrator (using the Export Result File Lifetime configuration setting).

   The view will be exported as you currently see it, taking into account content that can be shown and hidden, for example. Reports export a ZIP file containing an image for each page, and slideshows do the same for each slide.

Share an Excel File

You can export the all the view's data or data from selected visualizations (including those in embedded views) to the Microsoft Excel format (.XLSX) by selecting the Excel share option.

The initial settings export data from all visualizations, with each one in its own sheet or tab. In reports, scorecards, and small multiples, there may be multiple visualizations such as data lables sharing data from a single metric set, which are then combined together in one sheet.

For some view types, the Export dialog has a Selection option you can change: the All Visible option takes into account visualizations that can be shown and hidden while viewing, or choose Selected Items and click to select one or more individual visualizations to export their data, using the Ctrl, ⌘, or Shift keys on your keyboard to select multiple.

1. Open or edit the view you want to share. Select Share, then Excel in the toolbar. The Export work area opens.

   Note: Alternatively, right click or long tap an empty section of your view to open the context menu and select Share, then Export.

2. Select Excel as the Format option. The Export work area changes to offer appropriate export options.

3. The Selection option Entire View is selected by default. Use this option or select another available option. Options vary depending on the export type and the

   • Entire View: the default selection. Exports data from all visualizations, one per sheet or tab. Reports, scorecards, and small multiples may include multiple visualizations that share data from a single metric set. These visualizations are combined together in one sheet.

   • All Visible: takes into account visualizations that can be shown and hidden while viewing.

   • Selected Items: click to select one or more individual visualizations to export their data. Hold down the Ctrl, Shift, or ⌘ command key to make multiple selections.

4. Select the Settings options for your export. Enable an option by selecting the checkbox, disable by clearing the checkbox. Options include:

   • Export Sortable Dates: sort date and time columns in the exported Excel file. Clear this checkbox to disable this options and ensure the display format remains the same.

   • Include Parameter Values: enable this option to include filter/parameter settings in Excel export file.

   • Include Images: enable this option to include an image of each visualization in the Excel export file.

   • Include Dashboard as Image: enable this option to include an image of the entire dashboard on a separate sheet in the Excel export file.

     Note: By default, your exported Excel file includes customizations and styling applied to text cells in dashboard table visualizations, and includes only data displayed by data points in charts. Select Advanced to change these defaults. In Symphony v25.3 and later, your export includes a report's text via its labels, headers, data labels, and template cells combined in a separate sheet. This includes font and background colors including state styles and color rules, visual column ordering, custom header text, etc.

5. Optionally, share your exported file directly by email. Select Email or Delivery Settings, add recipients and a message, or set other options. Sharing this information is similar to sharing notifications, but this is a one time delivery. See Set Up Delivery Options.

   Note: To export to a file immediately from the Export work area, select Export after defining your options. Symphony begins the export process. Once complete, Symphony displays a Download the created export option: select to download your export.

   Click the Close button before the export completes, for example when waiting for a long report to export. From your profile, you can then manage the export process or download the file once it finishes, as well as download other recent exports from the last 7 days or the length of time set by your administrator (using the Export Result File Lifetime configuration setting).

Optionally, you can select Advanced, then Exclude Styles to remove default formatting for dashboard charts. Enable Add Data Images To File to include images from the table in the export (if eligible data is available).

Share a CSV File

After choosing Excel or another option from the Share menu, you can change the Format setting to CSV if available. This exports the data displayed by a visualization to a CSV (comma separated values) file, which may have either a .csv or .txt file name extension (customize as an admin inconfiguration settings).

Only a single visualization within a view can be exported to CSV. Select an available visualization in Selection. Like for Excel, other visualizations in reports, scorecards, or small multiples, can be included and combined if they share a metric set.

Share a PDF

The PDF option can be useful for sharing, saving for offline reading, or for printing. Reports are also specially designed to be exported to PDF and can include page headers and footers.

1. Open or edit the view you want to share. Select Share, then PDF in the toolbar. The Export work area opens.

   Note: Alternatively, right click or long tap an empty section of your view to open the context menu and select Share, then PDF.

2. Select PDF as the Format option. The Export work area changes to offer appropriate export options.

3. In the Settings work area, change the Paper Size and Orientation from the defaults, if needed. Optionally, add a Password for password protection.

   The view is exported as you currently see it, taking into account content that can be shown and hidden. Dashboards designed in Responsive mode are exported in Scale mode to fit the selected paper size.

4. Optionally, share your exported file directly by email. Select Email or Delivery Settings, add recipients and a message, or set other options. Sharing this information is similar to sharing notifications, but this is a one time delivery. See Set Up Delivery Options.

   Note: To export to a file immediately from the Export work area, select Export after defining your options. Symphony begins the export process. Once complete, Symphony displays a Download the created export option: select to download your export.

   Click the Close button before the export completes, for example when waiting for a long report to export. From your profile, you can then manage the export process or download the file once it finishes, as well as download other recent exports from the last 7 days or the length of time set by your administrator (using the Export Result File Lifetime configuration setting).

Share a PowerPoint File

The PowerPoint option exports the current view as one or more image slides in a PowerPoint file (.PPTX). Present this file as is, or combine these slides with others.

1. Open or edit the view you want to share. Select Share, then PowerPoint in the toolbar. The PowerPoint work area opens.

   Note: Alternatively, right click or long tap an empty section of your view to open the context menu and select Share, then PowerPoint.

2. Select PowerPoint as the Format option. The Export work area changes to offer appropriate export options.

3. In the Settings work area, change the Slide Size from the default, if needed.

   Most view types export a single slide. Reports are exported as one slide per page. A slideshow exports a slide for each of its own slides.

4. Optionally, share your exported file directly by email. Select Email or Delivery Settings, add recipients and a message, or set other options. Sharing this information is similar to sharing notifications, but this is a one time delivery. See Set Up Delivery Options.

   Note: To export to a file immediately from the Export work area, select Export after defining your options. Symphony begins the export process. Once complete, Symphony displays a Download the created export option: select to download your export.

   Click the Close button before the export completes, for example when waiting for a long report to export. From your profile, you can then manage the export process or download the file once it finishes, as well as download other recent exports from the last 7 days or the length of time set by your administrator (using the Export Result File Lifetime configuration setting).

   The slide size in the resulting file is based on the size of the view you are exporting by default, but this can be changed using the Slide Size setting.

Download Exported Files

To export to a file immediately from the Export work area, select Export after defining your options. Symphony begins the export process. Once complete, Symphony displays a Download the created export option: select to download your export.

Click the Close button before the export completes, for example when waiting for a long report to export. From your profile, you can then manage the export process or download the file once it finishes, as well as download other recent exports from the last 7 days or the length of time set by your administrator (using the Export Result File Lifetime configuration setting).

The name of the downloaded file can optionally include the current date if you select the Add Date To File Name checkbox option before clicking the Export button. You can then optionally enter your own Custom Date Format using the same syntax used elsewhere in the application such as when formatting a time dimension, otherwise the default format is used (customizable by an administrator using the File Name Date Time Formatconfiguration setting).