Share reports with people and teams

Share a report with individual Unity accounts or an organization team. Each grant gives an explicit report permission, and organization policy determines which recipients remain eligible.

Membership in an organization or team does not automatically expose every report. A report must be shared with the person or their team.

Share with a person

1. Open Manage Access from the report or its report-list menu.
2. In Share report, select People.
3. Find the person using Person's email.
4. Choose Permission: View, Edit content, Edit, or Admin.
5. Click Share.
6. Use Copy report link to give them the report address.

The recipient must be an eligible Unity account. With organization-only sharing enabled, they must be an active member of that organization. Use Invitations to establish membership first.

Copying a report link does not grant access, and it does not make the report public.

Report roles

Only report Owners and Admins can change sharing. Other users can see an explanation of their own access where the sharing surface is available.

An AI agent connected to Unity can do the same through two tools: InspectAccess reads who can open the report and its pages (a person who does not manage the report sees only their own access), and SaveAccess shares the report or a page, sets a page's audience, transfers ownership, or creates and revokes a public link, with the same rules as the dialogs. Creating a public link or transferring ownership needs the agent to confirm. See Connect your AI.

Owner is assigned through the ownership workflow rather than an ordinary permission dropdown. Organization roles and team management roles are separate from this table.

Share with a team

1. In Share report, select Teams.
2. Choose an eligible Team.
3. Set Sharing limit to View, Edit content, Edit, or Admin.
4. Click Share.
5. Review the team grant and the members' separate report-access roles.

A company report can use teams in its organization. A personal report owner can use teams in their current organization. Creating a report while you belong to a team does not share it with that team.

Calculate effective access

For each team, a member inherits the lower of their team Report access and the report's Sharing limit. Unity then uses the highest applicable individual or team grant, after organization restrictions.

A team management role such as Owner does not appear in this calculation. New or re-added team members start with View report access until it is explicitly changed.

A team shared at Edit content is the exception to the lower-of rule: every active member gets Edit content on the report's HTML pages, whatever their team report access, because filling in fields the editors opened is not editing. Their report access stays View (or higher where another share gives more).

Use Your access comes from or Your access & ownership to understand the grant paths shown by Unity.

Change or remove a grant

Change the permission next to a direct person grant or the limit next to a team grant. Use Remove to remove that specific share and confirm the action.

Removing one path does not remove another. A person whose direct share is removed may still inherit access through a team.

Organization-only sharing can block an existing external grant without deleting it. Turning that policy off can make an otherwise applicable grant eligible again. Offboarding has a separate revocation workflow; see Membership.

Edit content: let people fill in a page

An HTML page can mark fields as saveable (a decision, a note, a status). A person with Edit content types into such a field and their text is saved into the page itself: it becomes a new version of the page, attributed to them in Version history, and everyone looking at the page sees it within seconds. Edit content people cannot change anything else about the page.

Give Edit content in one of two ways:

• On the whole report. In Share report, choose Edit content for a person or a team. Edit content applies to HTML pages only, so Share report offers it when the report has an HTML page. It reaches every HTML page of the report they can open, so you do not add them page by page. It does not reach native pages, and it does not reach a page limited to report editors unless they are added to that page. If the report later has no HTML page, the share still reads Edit content.
• On one page. Open Share page on an HTML page, add a person or team and choose Edit content. A native page has no Edit content: only View and Edit are offered, and Unity refuses an Edit content grant on one.

A person with only View who tries to save is told so and nothing is saved. Public links never save: the page shows its saved text, but saving needs a signed-in person with Edit content or Edit. Changing someone's role away from Edit content, or removing the share, ends it.

Share the right pages

Report Owners and Admins can mark individual native or HTML pages invisible to viewers. Edit, Admin, and Owner users can still see them with an indicator.

Page visibility applies to page content and protected read paths, including AI context. It is different from hiding a panel or locking the canvas.

See Page visibility.

Share a page by public link

A report Admin or Owner can give one page, an HTML page or a page of native charts and tables, a public link. Anyone who holds the link can open that page without signing in. The page shows its data live as it changes, and its saved queries run as the person who created the link, with that person's access to the data. There is nothing to switch on first: public links are available on every report unless an organization Owner has turned them off.

1. Open Share page on the page and find Public link.
2. Read the warning. Link expires is No expiry by default, so the link works until you remove it. Choose On a date to end it at the close of a day you pick, then select Create public link.
3. Copy the address. The section also shows when it expires, who created it, how many times it was opened and when it was last opened.

A public link is read-only. Visitors see that page and nothing else: no assistant or chat, no way to run other queries, no saving, and no other page or data of the report. They get only the page's own saved queries and filters, and the page always shows its data as it is now, so when an editor changes a saved query or filter the link follows on its next read. Visitors can set the page's filters that aren't locked, for their visit only (see Filters and interactions); hidden filters still apply and are never shown. Changing the page needs no approval. Unity records in the organization's audit trail who changed what a link shows.

When too many people open the link at once, a visual waits its turn and then shows "Too many people are viewing this right now" if the link is still busy.

Who can create one: report Admins and Owners, for personal and organization reports alike. People with only Edit, people who can only edit that page, and View people cannot, and the dialog tells them why. In an organization, an Owner can require report Owners only under Organization & teams, General, Public page links.

You can remove a link any time. Remove public link stops it at once, and anyone opening it sees that the link is turned off. Replace link creates a new address and the old one stops working at once. A link also stops when:

• The organization turns links off. An organization Owner can switch Allow public page links off. That removes every existing public link on the organization's reports straight away. Switching it back on does not bring those links back; create new ones.
• Its creator is no longer a report Admin or Owner. The link reads data with its creator's access, so when that person is demoted, loses a team share that made them an Admin, or is removed from the report, the link ends for good. Making them an Admin again does not bring the old address back; create a new link. Unity records this in the audit trail.
• It reaches the end date you chose.

Deleting the page does not end its link. While the page is deleted the link says it isn't available, and when you bring the page back from Version history, the same link works again with the same address. Unity records both in the audit trail.

A link ignores who the page is shared with in Unity. If you switch a page to editors only, its public link keeps working until you remove it. And a link serves everything the page's saved queries return: hiding a column in a table, or moving a chart out of view, changes the layout, not what the link serves, and a visitor can search and sort a table by every column. Take the column out of the visual's query, or the chart off the page, if it must not be public.

Some parts of a page may not be available publicly. A source that signs in each viewer with their own account (for example Entra browser sign-in) can never be read by a public link. The part of the page that reads it shows as unavailable, and the rest of the page works.

People who open a link can click to filter, as anyone who opens the page can. On a native page a click on a bar, a table cell or a matrix row filters the other visuals, a Filtered by label at the top says what the page is filtered by and clears it, and a table can be sorted, searched and scrolled through its whole saved result (paged tables expose all of it). An HTML page filters through its own marks the same way. Nothing checks a click, so a visitor can filter the page's visuals by any field of the report's model, not only by what the page shows. If the page lets people save text, the field shows what was saved but saving isn't available on public links.

A signed-in Unity person who can open the page opens the link straight into the page in Unity. Everyone else, signed in without access or not signed in, sees the same page view, read-only. The page updates by itself a few seconds after an editor changes it, its saved queries or its own filters, or the report's model. A change to a filter on all pages, such as a new default, reaches an open link the next time it's opened or read. If the page is deleted the open link says it isn't available, and shows the page again by itself within about half a minute after you restore it. Moving or resizing something on the page does not refresh visitors' data; the new arrangement shows the next time the page changes or is opened.

A person with Edit content on a page can see its page-only share in Share page: View, Edit content or Edit, with where it comes from.

A person shared only one or more pages can also click to filter a native page: a click on a bar, a table cell or a matrix row filters the other visuals of that page, like it does for a report reader.

The assistant for people shared a page

A person shared only one or more pages (HTML or native), with no report access, gets the assistant on those pages. It reads the report's whole data model and runs queries the way a report Viewer's assistant does, for this report only, and the report's instructions apply as usual. It works on their pages only: other pages never appear in its answers. With View or Edit content it answers and cannot change anything. With Edit on a page it can change that page only: an HTML page's design, datasets and filters, or a native page's visuals, queries and filters, always on this report's data model. It never changes report-level filters, page creation or deletion, the data model's definitions or sharing.

A person with Edit on a page can make the same changes by hand in the workspace, on either kind of page. On a native page: move, resize and restyle its visuals, edit their queries with the report's fields and a preview of the data, add text boxes and shapes, copy and delete, restore the page from Version history, and set the page's and its visuals' filters. On an HTML page: change its design, add or change its datasets and their filters with the report's fields, and set the page's filters. Only that page: other pages stay view-only, and report-level filters, page settings, page creation or deletion, the data model's definitions and files are not offered. People with View or Edit content see a native page view-only, and an HTML page without its queries. Conversations stay with the person who started them when their access changes; only what a new message can do follows the access they have now. Reference files are never available to page-only people.

Understand source and conversation access

A report's attached connections support authorized report operations. Sharing the report does not reveal stored source credentials or automatically create a distinct database login for each collaborator.

Report filters are analytical controls rather than a replacement for source-enforced row security.

Saved report pages are shared report resources. Reference files are for people with Edit, Admin or Owner access to the report only: View, Edit content and page-only access never list, open, download or attach them, in the app or through the assistant. Conversations are private to the account that created them: Owners and Admins cannot open other people's chats, and Unity has no chat sharing.

Transfer responsibility

The current report Owner can use Your access & ownership → Transfer report ownership. A normal transfer gives the previous owner Admin access and preserves organization ownership.

Organization Owners have an explicit recovery workflow for a known company report when its human owner is unavailable. See Report ownership.

Troubleshoot access