My Reports section in Datarails is your personal hub for managing and sharing reports. It enables users to organize specific reports, control access, and ensure the right stakeholders see the right data at the right time.

Whether you're an Admin setting up scheduled reports or a Viewer accessing finalized financials, this guide walks you through the key capabilities of My Reports.

My Reports section is located on the left panel of your Datarails workspace. It displays customized collections of reports, called Report Spaces, where you can view, organize, and share financial documents.

Each Report Space is tailored for specific users or departments, such as “Month end financials”, giving teams access to only the reports they need.

Report Spaces help streamline collaboration while limiting access to sensitive or irrelevant data.

Navigate to My Reports

1. From the left-hand navigation panel, click My Reports.

2. You’ll see existing report spaces, including any default ones preloaded by your organization.

3. Select a report space to view the reports inside.

Report Space Structure

Each Report Space includes:

• Time Dimension: Determines how reports are grouped—e.g., by Month, Week, or Day.

• Reports List: Displays all reports added to the space, organized by period or name.

• Tags: Represent different time periods like "January 25" or “Q1 2025.”

• Actions: Options for downloading, sharing, renaming, or deleting reports.

• Reports not associated with a specific period appear under Other Reports.

Switch between Report Spaces

Click the arrow next to the report space name in the header and select a different one.

Manage Report Space

Admins can perform the following actions:

Rename or Delete a Report Space:

1. Click the Edit icon next to the space name.
2. Choose Rename or Delete, then confirm.

Create a New Report Space

To create a new space:

1. Click the New button in the top-right corner.

2. Enter a name, e.g., Report Space – Sales Department.

3. Select a Time Dimension (e.g., Months, Weeks, or Days).

4. Click Next.

You’ll then see a list of available reports under the selected time dimension.

Add Reports to a Report Space

There are two ways to add reports. You can either create a new report space and add report, or add reports to an existing report space. 

Adding to a new Report Space

1. After selecting the Time Dimension, a list of available reports will appear.
2. Select the reports you want to include.
3. Click Add to include them in the space.
4. A confirmation message will appear, showing which users will have access to view and manage the reports.
5. Click Add Report to confirm.
6. The reports will be added to the Report Space, grouped by time tags. You can download them individually or all at once.

Adding to an existing Report Space

You can also add more reports to an existing space at any time:

1. Open the desired Report Space.

2. Click the New button, then choose Add Reports.

3. Select from the following options:

   • Existing report from reports interface

   • Create report using the report builder

   • Upload report from device

4. Click Add to include them in the space.
5. A confirmation message will appear, showing which users will have access to view and manage the reports.
6. Click Add Report to confirm.
7. The reports will be added to the Report Space, grouped by time tags. You can download them individually or all at once.

This flexibility allows you to continuously expand your report spaces as your reporting needs grow.

Share Reports and set a share schedule

Admins can easily share reports with internal or external users—even if they don’t have access to Datarails.

Invite Members

1. Open the desired Report Space.

2. Click Invite Members.

3. Choose invite and enter the email addresses of the users you want to share the report space with.

4. Choose the appropriate permission. You cannot grant access which is higher than the user's permission in Datarails, you will be notified if access is not applicable. 

5. Click Invite to grant access.

6. A confirmation message will appear, showing which reports will be shared with the user.
7. Click Invite to confirm.
8. The user will be added to the members management screen.

Shared users will receive a link to the report space and can access the reports based on their permissions.

Set a Share Schedule

After inviting members, you can automate report delivery by setting a schedule:

1. In the Report Space, click Set Sharing Schedule. 

2. The Edit Report Schedule window will open. You can choose to share your report space Hourly, Daily, Weekly, Monthly, Yearly, or use the Advanced tab to create a more complex schedule.

3. Under the Send email to section, enter the user(s) you’d like to send the report to.

4. Click Save to apply the new settings.

5. If you are trying to give access to users with no relevant permissions, the Share Report Space permission window will be opened notifying if users are not granted the correct permissions.
6. Assign the correct role to the relevant users and click 'Share & Set Schedule'. If needed, you can click Manage Team Members to see the full access list. 
7. Report schedule will be saved.

Reports will be delivered automatically to invited users according to the schedule you set, helping ensure timely and consistent access. You can update or remove the schedule at any time.

List Output by

Use the List by option at the top to view reports by:

• Period
• Report Name

Additional actions

Via the Outputs preview, you can also:

• Expand each report section to view all included versions.
• Download reports.

• Access the Filebox by clicking the three-dot ellipsis icon.

Download Reports

Users can download reports in three ways:

• Single: Click the report name and download it.

• Multiple: Select multiple reports from the Outputs section using checkboxes and click Download selected.

• Bulk: Download the entire report space at once by clicking Download All.

Quick Access for Viewers

When users log in, they can go straight to My Reports and immediately see the spaces shared with them. This ensures efficient access to the latest reports relevant to their role.

Users with Viewer access can also view the source data behind reports, depending on permissions.

Updated April 07, 2025 13:39