Sharing Reports

Sharing reports is essential for collaboration and client reporting. Google Data Studio provides flexible sharing options that work seamlessly with Two Minute Reports data.

Sharing with Specific People

Step 1: Click Share

In Google Data Studio, click the Share button in the top-right corner.

Step 2: Add Email Addresses

Enter the email addresses of people you want to share with. You can add multiple people at once by separating addresses with commas.

Step 3: Set Permission Level

Choose the appropriate access level:

• Viewer - Can view the report and interact with filters and date ranges. Cannot edit the report structure.
• Editor - Can modify the report, add/remove charts, change data sources. Useful for team collaboration.
• Owner - Has full control including sharing settings and deletion. Only assign to trusted collaborators.

Step 4: Send Invitation

Click Share to send invitations. Recipients will receive an email and can immediately access the report.

Sharing via Link

Share reports with a single shareable link instead of individual email invitations:

Step 1: Get Shareable Link

In the Share dialog, look for the shareable link option. Click Copy link.

Step 2: Set Link Permissions

Choose who can access via the link:

• Specific people - Only those with Google accounts and explicit permission
• Anyone with the link - Anyone with the link can access (suitable for public reports)

Step 3: Share the Link

• Paste the link in emails, Slack, or messaging apps
• Use it in client portals or website links
• Recipients don't need Google accounts (depending on your link settings)

Public Reports

For reports that don't contain sensitive information, make them publicly accessible:

Step 1: Enable Public Sharing

In the Share dialog, set permissions to Anyone can view.

Step 2: Get Public Link

Copy the public report link to share on your website, in blog posts, or in marketing materials.

Public Report Tips:

• Ideal for portfolio showcase reports or case studies
• Great for client case studies that demonstrate your work
• Use branded visualizations and professional styling
• Disable editing to protect report integrity

Removing Access

Revoke access from people who no longer need the report:

Step 1: Open Share Dialog

Click Share and find the person's name in the access list.

Step 2: Click the X or Remove

Click the remove icon next to their name.

Step 3: Confirm

The person will immediately lose access to the report.

Transfer Ownership

If you need to transfer report ownership to someone else:

Step 1: Share with New Owner

Add them as an Owner in the Share dialog.

Step 2: Ask Them to Accept

They'll receive an invitation and must accept ownership.

Step 3: Remove Yourself (Optional)

Once they're the owner, you can remove your own access if desired.

Client Reporting Workflows

For agencies managing multiple client reports:

Best Practices:

1. Create a folder structure - Organize reports by client in Google Drive
2. Use consistent naming - Make it easy to find reports (Client Name - Month - Type)
3. Share the entire folder - Clients get access to all relevant reports
4. Use viewer-only access - Prevent accidental edits
5. Update schedules - Ensure reports refresh with latest data

Automated Distribution:

Instead of manually sharing, Google Data Studio can email reports on a schedule:

• Click File > Email settings in Google Data Studio
• Set up weekly, monthly, or custom schedules
• Reports send to recipients automatically
• Recipients can view by clicking the email link

Mobile and Embedded Reports

Mobile Access:

Google Data Studio reports are fully responsive and work on mobile devices. Recipients can:

• View reports on phones and tablets
• Interact with filters and controls
• Access up-to-date data on the go

Embedding Reports:

Embed reports on your website or client portal:

1. Click File > Embed report
2. Get the embed code
3. Paste into your website's HTML
4. The report displays inline with live, updating data

Embedded reports require appropriate permissions (check embedding settings in Share dialog).

Access Control Best Practices

Security Considerations:

• Don't over-share - Only share with people who need access
• Use appropriate permissions - Viewer for clients, Editor for team members
• Disable public sharing - Keep sensitive data private
• Audit access regularly - Review who has access and remove when not needed
• Use passwords if available - Some organizations can add password protection

For Client Reports:

• Share as Viewer only to prevent modifications
• Use branded reports with your logo and colors
• Include context and explanation in report titles/descriptions
• Consider using a client portal instead of direct Drive sharing for enterprise clients

Troubleshooting Sharing Issues

Recipient can't access the report:

• Verify their email address is correct
• Check that they have a Google account (for non-public sharing)
• Try sharing the public link instead
• Ask them to check spam/junk email for invitation

Report shows "You don't have access":

• Ask the report owner to re-share it with you
• Verify you're signed into the correct Google account
• Try opening the link in an incognito/private browser window

Sharing settings won't change:

• Ensure you're the report owner (have sufficient permissions)
• Some organizations restrict external sharing; contact your admin
• Try a different browser or clear your cache

Data isn't visible to shared users:

• Verify the data source is connected and returning data
• Shared users may need permissions to the underlying data source
• For some connectors, each user may need to authenticate separately
• Check if the data source requires additional permissions

Sharing Reports Across Teams

Cross-team Collaboration:

TMR supports team-based reporting in Google Data Studio:

• Create reports assigned to your team
• Team members can edit and improve reports
• Data sources stay consistent across all team reports
• Combine multiple Query Configs from different team members

Centralized Reporting:

For larger organizations:

• Create a shared Google Drive folder for all reports
• Use consistent naming conventions
• Assign one person to manage data source updates
• Document which reports use which Query Configs

Best Practices Summary

• Share appropriately - Use viewer access for clients, editor for collaborators
• Use descriptive names - Make it easy to identify reports
• Keep data fresh - Ensure TMR schedules keep data current
• Version control - Archive old reports to avoid confusion
• Document insights - Add text explaining what the data means

Contact [email protected] if you encounter sharing issues or need help with access management.