ClearInsights Share Analytics

Users with access to the ClearInsights Dashboard are able to share and schedule Standard Reports, Liveboards, Answers, and Custom Reports via email. This allows users to highlight bright spots and areas that need improvement or provide a simple status update.

In this article:
Share Analytics Overview
How to Share
Manage Shares Dashboard
Share Reports F.A.Q.

Share Analytics Overview

1. Users can share Liveboards, Answers, Custom Reports, and Prebuilt Liveboards. To share a Liveboard or Answer an organization must have ClearInsights Max. To share a Custom Report, an organization must have a Custom Report.
2. Emails can be sent once or on a recurring basis; a new email will be sent when they are scheduled.
3. Users can manage their shared liveboards in the Managed Shares dashboard.
4. Shared versions of Custom Reports can retain their own saved filter settings, allowing for more tailored views.
5. Shared Liveboards are independent of the originals—changes to one no longer affect the other.
6. If users later change a Liveboard (e.g., update filters, rename charts, etc.), these changes will not reflect in the shared version. The shared version is effectively a snapshot at the time it was shared.

Considerations

1. By default, the share link expires 15 minutes after being sent - recipients will have the option to generate a new link.
2. Users can only share one object (Liveboard, Answer, Custom Report, Prebuilt Liveboard) at a time.

Permissions

• Only users with HR Admin permissions can access, edit, and delete others' Shared Reports.
• Recruiters can share Liveboards and see their own shared reports.

How to Share

Sharing Guide

1. Click Tools, then ClearInsights. (click image to enlarge)

    

2. From the ClearInsights Dashboard, navigate to the report you would like to share.  For this example, we will use the AI Sourcing Prebuilt Liveboard.

3. To the right of the Liveboard and Answers, you can click Share.

    

4. On the Share Dashboard, fill out the necessary information.

    

   1. Recipients: Search for users or enter the email. If your organization is utilizing Data Groups, when sharing the liveboard, recipients will have access to all the data the sender has access to.
   2. Subject: Email Subject.
   3. Body of the Email: Message to the users receiving the report.
   4. Schedule (Share Now or Share Later): Users will be able to select the date, time and time zone
   5. Timing (Does not Repeat or Repeats): If Repeat is selected, users can adjust the timing.
   6. Advanced Settings available are:
      • Shared Label: A description/purpose of the shared liveboard to reference label. Will not be shared with recipients.
      • Applied Filters: Users can determine if they would like recipients to be able to adjust filters.
      • Advanced Interactions: Users are able to select if recipients will be able to interact with the Liveboard or Answer.

      • Share Expiration: Users can toggle on if they would like the report to be accessible after a certain time after the report is shared.

         

5. When done, click Send, or if you would like to return at another point, click the down arrow and select Save as Draft. 

Managed Shares Dashboard

Managed Shares Dashboard

To navigate to the Manage Shares Dashboard, click Tools> ClearInsights > Manage Shares.

 

The dashboard will include:

1. Label: This refers to the label of the Shared Report that was given when scheduling to share. When the label is clicked, the following information is available:
   • List of Recipients' emails
   • Metrics for each Recipient
   • Metrics for a specific send date and All Time
   • Average Click-Thru Rate
   • Number of Views
   • Delivery Failures (bounce-backs)
2. Type: Liveboard, Answer, Report, or Custom Report.
3. Name: This is the name of the report that was shared.
4. Run: The frequency of the report.
5. Next Send: This is when the Next Email send date/time is.
6. Recipients: This is the number of recipients.

7. Status: The status of the report. The statuses available are:

   Status	Description
   Live	The Sender has set up a recurring Shared Report that has already sent at least one email and will continue to send emails indefinitely or until the scheduled end date.
   Pause	The Sender has set up a Shared Report, but it is paused, so it will not send any emails. Pausing can only happen on a Shared Report that previously had the Scheduled or Live status. This status gives the user an indication that this Share Report was once live and is no longer live.
   Draft	The Sender has set up a Shared Report but has saved it as a draft. No emails will be sent out until it is in the Live or Scheduled state. This status gives the user an indication that the Shared Report is saved but has not been activated. This option can be used if the sender is not ready to make it live but still wants to save the work they did. A Live Shared Report cannot be changed to Draft.
   Scheduled	The Sender has set up a Shared Report to start in the future as either a one-time send or a Repeat Send.
   Complete	The Shared Report has completed the sends. This can be for a one-time send or for Repeat Sends that have extended past the end date.
   Error	The Shared Report has a Sender that was deleted from the ClearCompany app.

8. Ellipsis: You can duplicate the instance or delete the shared report instance.

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Share Analytics F.A.Q.

Will the Recipient have to log in after they click the hyperlink?

No login will be required to view this shared report, creating an easy and seamless experience for the Recipient.

What happens if someone besides the Recipient gains access to the link?

If someone accesses the link within the 15-minute window, they can view the Shared Report. Once opened in a web browser, the session remains valid for 8 hours. After this period, the session expires, and a new link is generated and sent to the original Recipient. If someone clicks the link after the 15-minute time limit, they won't be able to access the Shared Report.

To enhance security, links in email notifications have a 15-minute time limit. Additionally, Senders can delete a Shared Report at any time, which will disable access to the Shared Report for all recipients.

Will the Recipient be able to download data from the charts or tables of the Shared Report?

Yes, the Recipient will be able to download the data by clicking on the download data icon.

When the Recipient views the Shared Report, is the data real-time?

Yes, the data that is shown is real-time. The Shared Report will respect all the filters that have been set, however, it is important to note that the Shared Report is not a frozen "snapshot" in time. This gives Recipients the most up-to-date information for real-time decision-making.

How does a Recipient opt out of these emails?

A Recipient has the opportunity to opt out of emails by reaching out directly to the sender. A message on the share report email will notify the recipient who the sender is and their email address.

If a Recipient is removed from the recipient list, will they lose access to the Shared Report?

No, they will still be able to access any previously sent Shared Reports that have not expired. They will not receive any new email notifications. If a Sender wants to disable the Shared Report for that user, they will have to duplicate the shared report, remove that person, and delete the original.

Who can the Sender add as Recipients?

The Sender can share the report with any email address that they input. They can search for users that are already in the ClearCompany app or they can add a new email address that is not associated with a user in the system.

What if the Sender also wants to receive the shared Prebuilt Liveboards along with everyone else?

The Sender can add themselves to the recipient list. If they also want to send it to themself first to see how everything will look and work, they can do so, then come back and edit the Shared Report to add the remaining Recipients and change the settings.

How does the Sender change the End Date back to 'Never'?

If the Sender selects an End Date but wants to change it back to 'Never', they can erase the End Date, and it will show 'Never' as the default.

Can the Sender disable access to a Shared Report for one or more Recipients (for example, the sender accidentally sent it to the wrong email address)

If a user was accidentally added to the field, we recommend deleting the shared report and re-sharing, excluding the user.

What happens if the Sender who created the Shared Report is deleted from the ClearCompany app?

The Shared Report will stop sending as soon as that user is deleted. There will be an "error" status for that Shared Report. The Shared Report cannot resume-it must be deleted. A new user can duplicate that Shared Report if they want it to continue.

How will we be able to track the metrics on a per-recipient basis if there is no login required?

ClearCompany generates a unique link for each recipient and report based on that usage.

How are Data Groups applied?

We will respect the Data Groups for the Sender at all times. The Recipient will see what the Sender has access to. If the Data Group settings for the Sender change, then we will respect those new Data Group settings.