Share report definitions without widening record access
Understand private reports, shared definitions, owner-only changes and permission-aware dashboard results.
Where to goSales CRM → Reports → Saved reports or Dashboards → Create / Edit → Visibility
Before you start
Use your own authorised staff account in the intended Pixie CRM workspace. The Sales CRM module must be available and your role must include the permissions stated above. Existing leads, customers, communications and customer portal pages retain their normal access rules.
Follow these steps
- Keep a definition Private when it is only for your own work.
- An administrator may choose Shared to make the definition available to all staff who already have Sales CRM viewing access.
- Use descriptions and filter values appropriate for that audience before sharing. Sharing exposes the definition’s name and description but does not grant access to additional opportunities.
- Have each viewer open the report using their own authorised account. Their own accessible records determine its counts and values.
- To stop shared use, the owner can retire the definition or, when editing it, change Visibility back to Private.
Behavior and limits
- Only the creating staff member can edit or retire a definition. Another administrator does not gain access to a private report through the report builder.
- View-own users continue to see only their own opportunities, including when a report was designed and shared by an administrator.
- Shared dashboards may be saved only with shared active reports. Private dashboards may use their owner’s private reports and accessible shared reports.
- If a report becomes private or retired, other viewers see an unavailable widget rather than private report details or stale totals.
- A former administrator who no longer has administrative authority cannot restore a shared definition and thereby republish it.
- There are no public report links, external sharing links or automatic report emails in this feature.
Check it worked
- Confirm the card says Private or Shared definition as intended.
- Compare a shared report under two legitimately different record scopes; differing totals can be the correct outcome.
Troubleshooting
- Missing Edit means you are viewing another person’s definition. Create your own report with the intended settings instead.
- A shared definition does not make inaccessible opportunities appear; the ordinary CRM owner and viewing permissions remain authoritative.
- If a dashboard widget becomes unavailable, its owner must choose an accessible active report or correct the intended sharing setting.