• What is the difference between a Shared Report and a Standard Report?


In a standard report all the working data is available to those managers who have access to it.  

In a shared report the user invited to the report only has access to the data which has been Validated = approved or published.



  • How can I share a Report?


Report sharing in KaptureIO is a triple validation procedure:


a. A user needs to have permmissions to share the reports of a specific part:

b. A User needs to be in charge of review the shared information

c. Individual review of each Control Guide samples, selecting one by one those to be shown in the report



a. Who can share the report? Access to shared reports


In order to share a report, all parts whose Control Guides are contained in it must have the sharing user assigned in “Access to Share Reports”, as shown in picture below. This user must be an admin or manager user on the same location as the part that is wanted to be shared.

This user will assign a “Approval officer” in each Control Guide contained on the shared report, who will be the user in charge of individually selecting the samples to be displayed in the shared report. 


Only administrator users can assign users on "Access to Share reports



b. Who select the information contained in the shared report? Approval officer


In each Control Guide Settings>Users section, Approval Officers can be assigned by users with "Acess to share Reports", as shown in picture below. 

Now an Approval Officer can validate/publish the specific samples contained in the shared report. In a normal report all parts are viewed, whereas in a Shared report only the published ones are viewed. Both admin and manager users can be selected as Approval Officers. 



In a normal report all parts are viewed, whereas in a Shared report only the published ones are viewed. Now an Approval Officer can validate/publish the samples required in the shared report.



c. What data can they see? Validation


Once assigned as an Approval Officer, the manager can enter in a previously hidden section called Validation in the Control Guide where the samples are listed with a switch for each sample and select those that need to be included in the shared report.  This switch changes the sample from private to published. Published meaning it is viewable in a shared report.  The manager can also view the quality of that sample.




As mentioned above, shared reports shows only the data you want to share:  


Any filter you have applied to the normal report will also be applied to the shared report: if you only want they to view last years parts and not newer or older ones, you can. Simply apply the filter and saving it and the report will mean they will only view 1. validated samples and 2. samples in that filter range.



  • Who can I share a report with?


An invitation can only be sent if both users (sender and receiver) have their email address included in their Users.

Once an invitation has been sent, the invited User must accept the invitation to be able to view the report shared and on accepting Kapture will send an email to the Sharer to relay acceptance.




  • How can I stop sharing my data?

For this purpose user has two options:


1. Remove invitations in Shared Report: In the same way their email is added, it can be remove thereby removing all viewing privileges.  They will receive an email warning them their access has expired to the shared report.



2. Make the samples private in your control guides validation section: In the same way a sample is validated and make public, the switch can be reversed.


  • How do I know which shared reports are active and with who?


To check what data is being shared in your organization, go to your User Menu>My Settings>Shared Reports tab.  

There you can see all the detail relevant to your plant location or locations.