There are three ways to share a Xapien report:
Share directly with another user inside your organisation
Share link - a view-only URL anyone can open
Export to PDF - a self-contained file you can send outside the platform
All three are available from at the top left of your report.
Sharing directly with users
Sharing a report directly gives specific people or teams access to it inside their Report Centre, with the access level you choose. There's no URL to circulate, and the owner can see and revoke who has access at any time.
Share with a user
Open the report and click Share at the top left
Search for the person by name or email (within your organisation)
Choose View or Edit access
Select Share
What is the difference between View vs Edit access?
View - the person or team can open and read the report, and use Ask Xapien
Edit - the person or team can also make changes such as confirming or discarding information
Managing who has access
Each report has a Report Access tab that lists everyone the report has been shared with within your organisation. From here you can see:
The person with access
The access level (View or Edit)
Which teamspace the report is within
Report owners can revoke an individual user or a whole teamspace from this tab at any time.
Reports shared with you appear with a "Shared" badge in your Report Centre. Hover over the badge to see when the report was shared with you.
Who can share?
Organisation admins, teamspace admins, and users with editor access can share reports.
Viewers can open reports that have been shared with them, but won't see the Share button.
For more on roles and permissions, see Using teamspaces.
Share Link
If you'd prefer to share by URL - useful for quick handovers or sharing across organisations - reports can also be shared using a view-only share link.
To generate and share a link:
Within a report
Click the Share button at the top left of your report.
Click Generate Link.
The share-link will be copied to your clipboard and is ready to be shared.
From the report centre
Select the three dots on the side of the report card.
Click Copy Share link.
The share-link will be copied to your clipboard and is ready to be shared.
Export to PDF
When within a report, it can be exported to PDF using the 'Export' button located at the top left of your report.
You can also export a report from your report centre by selecting the three dots on the side of the report card, and select 'Download as PDF'.
PDF exports include:
A table of contents
A bibliography of source footnotes
Active hyperlinks
Please note:
Sources in your PDF export appear as footnotes that link to a bibliography.
What is the best way to share my report?
Because Xapien reports are interactive, sharing them online preserves the most value. We recommend:
Sharing directly with a user as the default - it keeps the report inside the platform, gives you control over View / Edit access, and lets you revoke access later from the Report Access tab.
Share link when you need something quick to send, especially across organisations.
PDF export when you need a self-contained, offline copy.
Worth noting
Email notifications are not yet sent when a report is shared directly with you - this is coming in a future product update. In the meantime, you'll see the report and "Shared" badge in your Report Centre.
Direct sharing is available to organisations with role-based permissions enabled. If you don't yet see the option to share with users, your organisation may not have permissions enabled. Please reach out to your Customer Success Manager to confirm, or contact customer support if you're on the base plan. Share links and PDF export remain available to all organisations.