Exporting & Sharing Reports

Generate PDF exports, schedule recurring reports, and manage sharing permissions for dashboards and deliverables. This guide covers exports from business cases, dashboard views, and scheduled report administration.

Who this is for

End User Admin Executive

Prerequisites

• An approved business case or dashboard view.
• Export permissions for the initiative or portfolio.
• Reviewed Dashboards & Reporting Overview.

Step-by-step instructions

PDF export from a business case

1. Open the business case detail page.
2. Click Export PDF from the action bar.
3. Wait for the export job. A spinner indicates progress.
4. When ready, a Download button appears. Click it to save the file.
5. The download link expires after 72 hours.

PDF export from a dashboard

1. Open any dashboard: Executive, Portfolio, Team, or Individual.
2. Click Export in the top-right corner.
3. Choose Current View or Full Report.
4. The export includes all visible filters and date ranges.

Scheduled reports

1. Open any dashboard and click Schedule Report.
2. Configure the schedule:

Setting	Options
Frequency	Daily, Weekly, Monthly
Day	For weekly/monthly: select the day of week or date
Time	UTC hour for delivery
Format	PDF or HTML
Recipients	Email addresses or user groups

1. Click Save. The report is queued and sent at the scheduled time.
2. Manage schedules from Workspace Settings → Governance → Audit Log.

Sharing permissions

1. Open the share dialog from any deliverable or dashboard.
2. Set visibility:
3. Team — all users in the tenant.
4. Restricted — only assigned users.
5. Generate a shareable link with an optional expiration date.
6. Copy the link and send it via email or chat.
7. To revoke, return to the share dialog and:
8. Remove a user from the list, or
9. Click Disable Link to invalidate the URL.

Warning: Export blocked cases cannot be shared externally

Business cases with Export Blocked status are restricted to internal draft viewing. Resolve validation failures before sharing.

Permissions required

Role	Permission	Scope
User	Export / Share own	Assigned initiatives
Admin	Schedule / Revoke / Share any / Configure report templates	Tenant-wide
Executive	Export portfolio / Share with board	Portfolio

Limits and guardrails

Limit Scheduled reports are limited to 10 per tenant. Limit Shareable links expire after 30 days by default. Limit PDF exports are capped at 50 pages per generation. Limit Export file size is limited to 25 MB.

Troubleshooting

Issue: Export button is disabled

Cause: The case is not approved, or the document has not been generated. Resolution: Approve the case and trigger regeneration, then retry the export. Verify the trust state is Export Ready.

Issue: Scheduled report did not arrive

Cause: The tenant has reached the scheduled report limit, or the recipient list is invalid. Resolution: Check the report queue in Workspace Settings → Governance → Audit Log and remove inactive schedules. Verify recipient email addresses.

Issue: Share link returns 403

Cause: The link expired, or the recipient lacks tenant access. Resolution: Generate a new link with a longer expiration, or invite the user to the tenant first.

Issue: Export contains blank pages

Cause: The business case has sections with no generated content. Resolution: Open the case detail, review section generation status, and regenerate missing sections.

Related pages

• Executive Dashboard
• Building a Business Case
• Core Concepts: Business Cases
• Dashboards & Reporting Overview

Escalation path

For export generation failures lasting more than 10 minutes, open a support ticket with severity P2 and the case or dashboard ID.