Sharing Omniscope Reports and Projects; Authentication, Permissions

Modified on Thu, 04 Jan 2024 at 09:00 AM

Omniscope users have the capability to share project links, which contain both workflows and visualizations, as well as Report links, which exclusively lead to data visualizations. These links are hosted on either the company's server or on the cloud.

Users must ensure that the server is accessible to the intended recipients, regardless of whether they are located inside or outside the company's firewall. If necessary, users should reach out to their network/system administrator to facilitate this accessibility.

It is essential that the hosting Server is configured to function as a Web Server. Detailed instructions for this setup can be found in this article.

Project links

A link to the .iox file directs another user to the project, granting them access to both the data workflow and the reports created within (indicated by the blue blocks). It is easy to generate this link by copying and pasting the URL from the browser's address bar while accessing any existing project. This enables multiple users to collaborate on the same project or use a single workflow to produce various customised reports or dashboards for different objectives. Omniscope installation is not required on their device.

Their access is controlled by the permissioning system in the Admin section.

Report links

"Sharing URL" - is a direct link to an individual Report within the project. To generate this link, open the report you intend to share in edit mode, then access the Settings menu  > Share

Once the sharing option is enabled, you can employ various authentication methods, to manage who are the users who can open the report link:

a) by using Folder level permissions and creating user groups on the folder level (see the screenshot on the right). Read more here about Server permissioning. This method efficiently grants access to the report for large groups of users without requiring individual naming, although it can also be applied to individual users.

b) Establish Report-level permissions (using a list of user names/passwords OR list of emails) to customise each user's experience by determining their specific actions upon accessing the report link (such as view, edit report, or edit/refresh data). This option serves as an alternative to option a) and will override it, if present. 

See below - we allow the user John Simms to view report, but not to make any edits or refresh report data.

Note: you will need to set up the server to use Identity Providers and OpenID Connect to authenticate your users if you are using list of emails.

'Everyone else' option defines the public link permissions - access to the report for the users and groups not named above, while still subject to company’s server access settings (enabling external users to access the server location).

This option enables the creator to give access to the report to anonymous viewers e.g. when publishing a product demo or an article that can reach wide audience.

All links can give the recipients option to download report data in csv format, or edit the report and save the changes. Report administrator controls the distribution of these rights, as well as the option that report edits are synchronised with the master version and saved - see the Advanced tab options.

Here the Enterprise users can also manage Multi-tenant reporting - the best way to customise the report data allocation and create a data distribution schema for multiple users (e.g. Region North sales team will see the North sales figures, Region South will see the South results only, while both teams are accessing the same report link).

QR codes
Sharing links are also accompanied by QR codes. Useful on a large screen or at a show, and when consuming reports on mobile devices.

The Misc section provides additional valuable options:

"Hide Shareable link option" - This option conceals the shareable link generated by the report viewer, which can be accessed from the Report > Settings menu. The link includes precise tab and filter settings, enabling users to share specific insights with others.

"Hide source data" is associated with the option available in most views via the small three-dot menu. This feature allows viewers to either view or download the data behind the chart. (Refer to 'Show View Menu' in the Report Settings under View mode). Read more here.

Advanced - Embedded report hiding toolbar

If you wanted to share a particular tab within the report and hide the toolbar - you can do so by adding


where [TAB_NAME] is the name of the tab within your report.

For example:

Omniscope Evo - Portable File Formats

These different file formats enable users to save the entire project or its components, facilitating sharing with other users or storage as files in a shared or private location.


IOZ is a portable compressed project file, similar to zip, which contains the workflow and reports. There is an option on save to preserve the last executed data or save the structure without it.

Download is available from the File/ Project list page, as well as from the workflow app toolbar (under the 3-dot menu).

Note for the recipients: on open it will require the users to ‘import the project’. After that they will be able to access the workflow and all reports inside. 


IOX format file can be saved from the file location and contains just the workflow and all the blocks, including the report.


IOD is Omniscope's portable data file format. It only contains the raw data and is a scalable streaming-based data format, used in a scenario where the user wants to preserve the data for later use in Omniscope. 

While relatively small in storage size, the IOD file is fast to process in an Omniscope workflow as a source block.

To save the data in IOD format select the IOD file type in the File output block (green block in the workflow).



IOR is Omniscope portable Report file. This file only contains an individual report, along with the data needed to power the visualisations. Because this is a proprietary format, the recipients will have to have Omniscope installed on their machine. 

Use this if you wish to share report with others, send it as an attachment, or store it in a file format.  It is a useful way of dealing with the server access issues (e.g. recipient is outside the company’s firewall), or a method of preserving the report for consumption on a device without the internet connection. 

To create: Open the report you want to share in the workflow, then from the Report Settings dialogue (cog icon on the main toolbar of the report) go to the tab "Download as IOR"(see image above). 

File password protection is optional.

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