saving them 
where other Cognos 8 users can access
the reports at their convenience
sending them to users by email
printing them
bursting them
You can distribute reports to other users to share information with them. In Cognos 8, you can distribute reports by
saving them where other Cognos 8 users can access
the reports at their convenience
sending them to users by email
printing them
bursting them
You can schedule the distribution of your reports so
that recipients receive the reports regularly .
Recipients must have read permissions for the report and traverse permissions for the folder that contains the report.
When you attach a report to an email, the report is no longer secured by the Cognos security system.
When sending a report by email, note that if you choose the recipient from a list, such as a group, role, or distribution list, you must have read access to both the list and the recipient’s email account. Otherwise, the report delivery fails. However, if you type the email address manually, read access is not required.
To distribute reports to more than one recipient, you can create
distribution lists , which contain references to users, groups,
and roles. If a recipient is not part of the Cognos security system,
you can create a contact for that person and add it to a distribution list.
You can share a report with others by saving the report in a location that is accessible to other users, such as in the public folders. Public folders typically contain reports that are of interest to many users.
You can save a report when you set options for the current
run or
you can use advanced report options to save a report in Report View .
To share a report that is currently located in your personal
folders, copy the report , move the report , or create a shortcut to the report and
save it in the public folders.
For information about saving reports, see Query Studio User Guide, the Report Studio User Guide, or the Analysis Studio User Guide.
You can share a report with others by sending the report by email. This is especially useful if you want to share the report with a group of people who do not have access to the portal.
You can attach reports to email . You can also
include a URL to the report in an email. Entries that are sent as
attachments to emails are no longer secured by the Cognos security system.
You can disable the use of email attachments. For more information, see Disable Report Attachments in Email Messages.
To send a report to others by email, both you and the email recipients must have valid email addresses. Also, if you choose the recipient from a list, such as a group, role, or distribution list, you must have read access to both the list and the recipient’s email account. Otherwise, the report delivery fails. However, if you type the email address manually, read access is not required.
It may be convenient for you to have a printed copy of a report. You may need to review a report when your computer is not available, or you may need to take a copy of a report to a meeting.
You can use run options to print a report and choose
a printer .
You can set up printers for users to select from. For more information, see Set Up Printers.
Bursting is the process of running a report once and then sending the results to recipients, each of whom sees only a subset of the data. Distribute reports by bursting them when you want users to receive or view reports that contain data applicable only to them.
If you distribute burst reports by email, the recipients are specified by the burst options. Note that if you choose the recipient from a list, such as a group, role, or distribution list, you must have read access to both the list and the recipient’s email account. Otherwise, the report delivery fails.
If the burst report contains a drill-through link to another report and the burst report is distributed by email, set the email options to include a link to the report. Otherwise, if you include the report in the email, the drill-through links in the burst report will not work.
You can burst reports only if the report author defined burst options for the report.
You can use advanced run options to distribute a report by bursting.
You must have read and write permissions for the report to enable bursting.
Use distribution lists if you want to send a report to more than one recipient at a time. Distribution lists contain a collection of users, groups, roles, contacts, or other distribution lists.
If a recipient is not part of the Cognos security system, you can create a contact for this person. The contacts you create can also be assigned as contacts for reports.
Note that if you choose the email recipient from a list, such as a group, role, or distribution list, you must have read access to both the list and the recipient’s email account. Otherwise, the report delivery fails.
To access the directory administration tool, you must have execute permissions for the directory secured feature and traverse permission for the Administration secured function.
In Cognos Connection, in the upper-right corner, click Launch, Cognos Administration.
On the Configuration tab, click Distribution Lists and Contacts.
Tip: To remove a distribution list or contact, select the entry and click the delete button.
On the toolbar, click the new distribution list button 
.
Type a name and, if you want, a description and screen tip for the distribution list, and click Next.
If you want to add to the distribution list, click Add and choose how to select entries:
To choose from listed entries, click the appropriate namespace, and then select the check boxes next to the users, groups, or roles.
To search for entries, click Search and in the Search string box, type the phrase you want to search for. For search options, click Edit. Find and click the entry you want.
To type the name of entries you want to add, click Type and type the names of groups, roles, or users using the following format, where a semicolon (;) separates each entry:
namespace/group_name;namespace/role_name;namespace/user_name;
Here is an example:
Cognos/Authors;LDAP/scarter;
Click the right-arrow button and when the entries you want appear in the Selected entries box, click OK.
Tips: To remove entries from the Selected entries list, select them and click Remove. To select all entries in a list, click the check box in the upper-left corner of the list. To make the user entries visible, click Show users in the list.
Click Finish.
You can now choose this list when you specify recipients for a report.
In Cognos Connection, in the upper-right corner, click Launch, Cognos Administration.
On the Configuration tab, click Distribution Lists and Contacts.
Tip: To remove a distribution list or contact, select the entry and click the delete button.
On the toolbar, click the new contact button 
.
Type a name and email address for the contact and, if you want, a description and screen tip, and click Finish.
