A Share Group is a collection of individuals that have a common factor (such as "all field supervisors" or "all employees in Division 1"). It determines which users have access to a shared report. A Share Group is defined in one of the following ways:

• Selecting one or more security profiles and one or more administrative units. The selection of these two items in turn determines the individuals that will have access to the shared report.
• Directly inserting the User IDs of the individuals with whom the report will be shared.
• A combination of the two previous methods. That is, you first specify the people with whom the report will be shared by selecting one or more security profiles and one or more administrative units — and then you augment this list by inserting additional users.

Create a Share Group by Selecting Security Profiles and Administrative Units

To create a Share Group that contains people that were selected by specifying one or more security profiles and one or more administrative units, perform the following steps:

1. Display the Share Report window by right-clicking a report in the My Reports section of the hierarchy in the left pane and then clicking Share Report.
2. In the Groups pane of the Share Report window, right-click and then click Insert. The system adds a new record to the pane.
3. In the new record, provide a name for the group by entering it in the Group Name column.
4. Leave the Sharing Type column blank.
5. If you would like to include any additional information about the Share Group, enter that information in the Comments column.
6. In the Security Role pane, click the check box for the security role assigned to the people with whom the report will be shared. The system places a check mark in the Select column to denote that the security role is selected.
7. Repeat step 6 for any additional security roles.
8. In the Admin Units pane, click the check box beside the name of the administrative unit that contains the people with whom the report will be shared. If you wish to select multiple administrative units, you may click the check box for each administrative unit or use the Selection Commands that are found by right-clicking the name of an administrative unit. The system places a check mark in the Select column to denote that the administrative unit is selected. In addition, the system displays all users that are in the selected administrative unit(s) and that are assigned the selected security profile(s) in the Individuals pane.
9. Once the intended people are shown in the Individuals pane, click the OK button to save the new Share Group and close the Share Report window.

Create a Share Group by Directly Inserting Users

To create a Share Group that contains people that were selected by directly inserting their User IDs, perform the following steps:

1. Display the Share Report window by right-clicking a report in the My Reports section of the hierarchy in the left pane and then clicking Share Report.
2. In the Groups pane of the Share Report window, right-click and then click Insert. The system adds a new record to the pane.
3. In the new record, provide a name for the group by entering it in the Group Name column.
4. Leave the Sharing Type column blank.
5. If you would like to include any additional information about the Share Group, enter that information in the Comments column.
6. In the Individuals pane, right-click and then click Insert. The system displays a new window that lists all users.
7. In the new window, find the User ID of the person with whom you wish to share the report and then click the check box beside the User ID. The system places a check mark in the Select column to denote that the user ID is selected.

8. Repeat step 7 for any additional users.

   Note: If you insert a User ID by mistake, you may remove it from the Individuals pane by right-clicking the User ID and then clicking Delete. (This command is only available for a User ID added by insertion rather than by selecting a security profile and administrative unit.)
9. Once the intended people are shown in the Individuals pane, click the OK button to save the new Share Group and close the Share Report window.