What is Sharing and Embedding?
Watershed allows you to share any of your reports with anyone, even if they don’t have access to Watershed. You can send a live-updating report that changes as new data comes into Watershed (a Realtime share), or you can send copy of the report as it appeared on a specific date (a Snapshot share). You can also subscribe people to emails linking to shared reports or embed a reports in another system or website.
Heads up: Some organizations disable report sharing and embedding. Speak to your Watershed Global Admin if you can't see this feature.
How to Share a Report
Please note: When a user uses the share feature, it creates a share of the report as they see it. So when a user creates a share, any one who views the share will see the report with the same permissions that user has, even if they have different permissions.
To share a report, click the Share link in one of two places:
- On dashboards, hover over a report and click the gear icon to find the report options menu:
You'll find the Share link in the report options menu:
- On the full view of a report, the Share link icon is at the top right corner:
Once you click a Share link, you'll see the Share popup. Here you'll see all existing shares for a report and you'll be able to create new shares:
Click Add Share to create a new share:
Click Change next to an existing share to edit the existing share. If you make changes, all existing shares will be updated immediately:
Click Delete next to an existing share to delete an existing share. Anyone that tries to view the share will no longer be able to, and deleting shares is permanent and can't be undone:
If a report is shared, if you have access to share, or edit the report you can see how many times it has been shared on the main report screen beside the share button:
Report Sharing Options
When adding or editing an existing share, you have a number of options:
Share Type
There are two types of report shares: Snapshot and Realtime. By default, Watershed creates a Snapshot share link. Use the Snapshot and Realtime buttons to toggle between the two, and create as many shares for a report as you need.
Snapshot Reports
Snapshot Reports can give people a view into what’s going on the day that you share the data. Even if new data is added to the report later, the shared view of the report will stay the same. With Snapshot reports, you can also choose any date in the past, and the person viewing the report will see the report as you saw it on that date. To change the date, click the date link and choose a date on the calendar
Realtime Reports
Realtime Reports update in real time. Anyone looking at a realtime report sees what you would see if you were to log into Watershed and view the report.
Share Access
You can control whether your shares need a Watershed login in order to see the share with Share Access.
When Share Access is set to Open, anyone can access your share if they have the link or if they view it embedded in another system.
When Share Access is set to Require Watershed sign in, users must log in with their Watershed account that's connected to your organization.
SSO Sharing
If you have single sign on enabled for your Watershed instance, Watershed can be configured to require users to login using SSO to view a shared report. When this feature is enabled the share access options are hidden for all shares created in your instance. Please contact Watershed support if you want to enable this feature.
Share Methods
There are 5 options when choosing how to share your report:
Link
The Link option gives you a sharable link. Copy the link from your browser, or use Email link to send a one-off email from Watershed.
Embed Card and Embed Report
The Embed card and Embed report options are used to embed Watershed reports in another application. The Embed card option will embed the version of the report that's shown on dashboards, and the Embed report option will show the full detail view of the report.
Once you have created an embed, you can copy the provided HTML code into the application where you want to embed the report. The report will then be displayed in an iframe within your application.
Advanced users can edit the embed code to change how the report is displayed. For example the following code could be used to resize the embed iframe based on the height of the user's browser window.
<iframe
id="watershed-embed-91HJM"
src="https://watershedlrs.com/app/#/share/91HJM"
frameborder="0"
width="100%"
height="1200"
onload="this.height=window.innerHeight - 400;"
>
</iframe>
<script>
window.onresize = function() {
document.getElementById(
'watershed-embed-91HJM'
).height = window.innerHeight - 400;
}
</script>
Tableau
The Tableau option gives you the ability to set up a connection between Watershed and Tableau for the data contained in a report. Check out Connect Watershed Report Data to Tableau using a Web Data Connector for more information.
Schedule Email
Schedule Email allows you to regularly email a report link to stakeholders. People who receive the email don’t need to have Watershed accounts to see the data in the report subscription.
When scheduling an email, you'll first need to choose who should receive the subscription. Type their email address in the To field and click Add Subscriber.
A confirmation email will be sent to that email address and the email address will be marked as "Awaiting Confirmation" until the person clicks a link in the email. This opt in is required and cannot be disabled.
Warning: Do not subscribe a distribution list to a report. If any one person on the distribution list opts out of receiving the emails, it will opt all users out of receiving the emails, and it could hurt Watershed's report delivery to your organization.
The confirmation email is not sent until you click the Save changes to scheduled email button.
In the Note field, type the text you want to include in your email. The emails sent will include this text and automatically include the report's share link (it's actually the same link that's created when using the Link option). The email also includes an opt out at the bottom of the emails in order to comply with US and EU law. Once a user has opted out of receiving a report's subscription, they cannot be added back. Emails cannot be customized beyond the text in the Note field.
Use the Send test to me button to see what your email looks like.
The When option allows you to choose when the emails are sent out. In order to turn a subscription off, set the When option to Disabled or delete the share.
Manage All Shares
In addition to being able to edit shares on the report itself, every report in your account is also listed on the Shares page within Settings. This page is useful for finding out which reports are shared and how many times:
By clicking edit, you can edit any share: