Q Report Management - Quick BI - Alibaba Cloud Documentation Center

After you create or edit a Q Report, you can view, favorite, preview, publish, and share it. You can also categorize reports and manage access permissions for published reports. This topic explains how to manage Q Reports.

Prerequisites

You have created a Q Report.

Favorite

In the Q Report editor, you can click the icon in the upper-left corner of the navigation bar to favorite the current report. To remove the report from your favorites, click the icon again.

You can also favorite a report from the Q Report list page. Click the icon next to the target report.

Lock-Based Editing

When multiple users with editing permissions edit the same report, the system uses lock-based editing to ensure that only one user can modify the report at a time. You can grant editing permissions through collaborative authorization. On the report editor page, you can check the editing lock icon () to see if the report is locked by another user.

If the editing lock icon is active, you hold the lock and can edit the report.
If the editing lock icon is inactive, another user is editing the report. A banner at the top of the page shows when that user last edited the report. If the user has finished editing or you no longer need to wait, click the editing lock icon to request the lock. After you obtain the lock, the icon becomes active, and you can edit the report.

Note

During collaborative editing, note the following limits when you insert chart resources into a report:

When editing a report, you can only insert charts that you have permission to access. For example, if Member A grants Member B collaborative editing permissions, Member B can only insert charts they are authorized to view.
After a chart is inserted into a report, all collaborators can view its content. For example, if Member A inserts a chart that only they can access and grants Member B collaborative editing permissions, Member B can view the chart's content after acquiring the editing lock.
Before you invite others to collaborate, ensure that all resources in the report are visible to collaborators. Do not include sensitive or restricted data that cannot be shared.
When you perform a data update, the system rechecks the current editor's data query permissions for all chart components in the report. If the editor lacks the required permissions for a component, the system displays an error message. The component remains in the report but cannot load the latest data. For example, if Member B holds the editing lock and tries to update the report's data, the system displays an error for chart components that were inserted by Member A and that Member B does not have permission to access.

Update Data

In the Q Report editor, you can click Update Data in the navigation bar to refresh the report's data. This feature is useful for recurring reporting tasks. For example, if you created a monthly fault monitoring report, you can click Update Data at the end of the month to refresh its data.

Note

Updating data refreshes any content in the report that references dynamic data, such as dashboard charts, Q&A results, Insight Analysis, and Key Driver Analysis. You should review the content after the update.

If your report was generated from a dataset using the one-click feature, the Report Content Update Prompt dialog box appears, where you can set the update mode.

You can choose Partial Component Update or Full Update.

Partial Component Update: Updates only content that references dynamic data, such as inserted dashboard charts, Q&A results, and Insight Analysis.
Full Update: Regenerates the report using the latest data from the referenced dataset. All existing edits are overwritten.
Note
- During a full update, the process panel opens automatically on the right side of the page. You cannot change report settings while the panel is open.
- If you click Stop Generation during the update, you must confirm that you want to revert to the version before the update.
- If you accidentally close the process panel, you can click the icon in the update prompt bar to reopen it.
- After the update is complete, you can view the report's history in the Creation Process section of the Referenced Resources panel, even if you closed the process panel during the update.

Preview

In the Q Report editor, you can click Preview in the navigation bar to view the report.

In preview mode, you can click Continue Editing in the navigation bar to return to the editor.

Export

In preview mode, you can export reports as images, PDFs, or Word files. This is useful for archiving, presentations, or sharing across departments. Follow these steps to export a report.

Enter preview mode using one of the following methods, and then export the report.
- Method 1: In the report editor, click Preview in the upper-right corner. On the preview page, click the icon in the upper-right corner and select Export.
- Method 2: On the Q Reports page, open the preview page of the target report and click Export in the upper-right corner.
In the Export dialog box, configure the settings. The details are as follows.
Note
- To export a report, you must meet the following requirements:
  - Exporting must be enabled in the organization management console under Data Security > Export Control.
  - You must have export permission for the report. You have this permission if you are the report creator or if the creator granted you view-and-export permission. For more information, see collaborative authorization.
- The export behavior differs based on the entry point:
  - Method 1: Exporting from the editor’s instant preview exports the current content—what you see is what you get.
  - Entry Point Two: When you perform an export operation from the preview page, the system exports the most recently published version of the report. For example, if a report contains saved changes that have not yet been published, the export operation uses the most recently published version, not the most recently saved content. Therefore, we recommend that you publish any new content before performing an export operation.

Configuration Item	Description
Export Name	The name of the exported file. The system generates this name based on the naming rule set in the organization management console under Export Control. You can edit it manually. However, if Export Channel is set to Server and Use Export Name for Server Storage is selected, the name is locked. To change the naming rule, contact your organization administrator. See Export Name for details.
File Format	The format of the exported file. Q Reports support image, PDF, and Word formats. Available options depend on the Export Format setting in the management console’s Export Control. For example, if only image and Word are enabled, only those two options appear. See Export Format for details. Note When exporting to image or PDF, effects like text gradients and chart shadows are not supported and will be downgraded. When exporting to Word, some editor-specific styles—such as columns, highlight blocks, and emojis—are not supported and will be downgraded.
Export Channel	Where to export the file. Q Reports support exporting to Local or OSS. Available options depend on the Export Channel setting in the management console’s Export Control. For example, if only server export is enabled, only OSS appears. See Export Channel for details.

Click OK to export the report.

Save

In the Q Report editor, you can click Save in the navigation bar to save the report.

The first time you save a report, you can customize the report Name and select a Location in Area 1, enable or disable Auto-save in Area 2, set Data Permissions in Area 3, and click OK in Area 4 to save the report.
When data permissions are enabled, components that use dynamic references, such as charts, Q&A results, and Insight Analysis, recalculate data based on each viewer's row-level and column-level permissions. For more information about scenarios and effects, see Data Permissions.

Save and Publish

In the Q Report editor, you can click Save and Publish in the navigation bar to save and publish the report. After the report is published, users with view permission can preview it.

Republish

In the Q Report editor, you can click Republish in the navigation bar to republish a modified report. Viewers can then see the latest content.

In the Q Report editor, you can click Share in the navigation bar to share the report.

You can also share a report from the report list. Hover over the target report, click the icon, and then select Share.

You can share reports using private links or public links.

Private Link: Click Copy Link on the right side of the link box. You can then send the link to users who have view permission or share it using other methods with DingTalk, Lark, or WeCom users whose accounts are linked to the application.
Public Link: Click Public Share to make the report public. Then, click Copy Link to share the URL. Anyone with the link can view the report.
Note
To obtain a public link in the Link Sharing dialog box, you must first set data works to publicly accessible in Organization Management.

You can combine data permissions with different sharing methods for various scenarios. For more information, see Data Permissions.

Save As

In the Q Report editor, you can click the icon and select Save As to create a copy of the report.

In the Save As Q Report dialog box, you can: ① set a custom report name and location, ② enable auto-save, ③ set data permissions, and ④ click OK to save.
When data permissions are enabled, components that use dynamic references, such as charts, Q&A results, and Insight Analysis, recalculate data based on each viewer's row-level and column-level permissions. For more information, see Data Permissions.

Auto-Save

The auto-save feature prevents data loss that can be caused by browser crashes or network outages. When this feature is enabled, the system checks for changes every 5 minutes. If the current content differs from the last saved version, the system automatically saves the report. This ensures that you can resume your work from the most recent auto-saved state.

Page Style

In the Q Report editor, you can click the icon and select Page Style to configure the report's appearance. For more information, see Style Configuration.

Data Permissions

You can use data permissions to restrict access to sensitive internal data, such as individual performance metrics. For example, you can ensure that regional managers can see only their team's data and that employees can see only their own data.

Settings entry point:

In the Q Report editor, click the icon and select Data Permissions. In the dialog box that appears, select Generate data results based on viewer permissions and click OK.
You can also set this the first time you Save or Save As.

Effects:

When data permissions are enabled, components that use dynamic references, such as charts, Q&A results, and Insight Analysis, recalculate data for each viewer to create a personalized experience.
When data permissions are disabled, these components display static data, which is the data from when the report was last published.

Use Cases:

You can combine settings based on different scenarios and sharing methods, such as:

Personal Weekly/Monthly Reports: For reports to leadership, concise content helps leaders quickly understand progress. Data permissions are not needed because leadership typically focuses on fixed metrics. In this scenario, you can disable data permissions and use public links for static sharing.
Non-Sensitive Topic Reports: For reports on non-sensitive topics, such as product usage analysis, the content is typically fixed once it is shared. In this scenario, you can disable data permissions and use public links for static sharing.
Team Sales Progress Reports: These reports often contain sensitive personal performance data and require strict access restrictions. For example, managers should see only their team's data, and employees should see only their own. In this scenario, you should enable data permissions and use private links to prevent data leaks and enforce personalized access.

Global Parameters

Global parameters allow external systems to pass values to the report. Multiple report components, including charts and Key Driver Analysis components, can read and respond to these values. This feature lets you control how component data is displayed.

To dynamically adjust component data using external parameters, such as passing a time parameter to a Key Driver Analysis component, click the icon in the Q Report editor and select Global Parameters. You can then configure the parameters in the Global Parameter Configuration dialog box.

Region	Description
①	Entry point for global parameter configuration. Note You must save the report before configuring global parameters. If unsaved, this entry is grayed out.
②	Set the global parameter name. Rules: Up to 50 characters. Letters, numbers, and underscores only. Click the icon to add more parameters.
③	Select objects to associate with this global parameter. Options: charts and Key Driver Analysis components. In the Charts section, charts are grouped by dataset. Select fields and charts to receive global parameter values. External values will auto-fill SQL queries in selected charts, controlling display. See Insert Dashboard Charts for details. Supported field types: date, text, number, placeholder. In the Key Driver Analysis Components section, each inserted analysis block is a component. Hover over the icon next to a component name to see its dataset. Select fields in components to receive global parameter values. Components will auto-adjust analysis results based on incoming values. See Insert Key Driver Analysis for details. Supported field types: date, text, number. Note If selecting fields from multiple datasets in the Charts section, field types and granularities—like year, month, day, hour, minute, second for dates—must match. Otherwise, configuration fails. If associating multiple Key Driver Analysis components from different datasets, field types and granularities must match. Otherwise, configuration fails. If associating both charts and Key Driver Analysis components, field types and granularities must match. Otherwise, configuration fails. Calculated fields in charts cannot be associated with global parameters. For example, if you create Chart A from a sales dataset and add Calculated Field 1, you cannot select Calculated Field 1 in global parameter configuration. See Chart Analysis for details.
④	Parameter settings. Parameter Name: Defaults to the global parameter name. Rules: Up to 50 characters. Letters, numbers, and underscores only. Note If Parameter Name is blank or conflicts occur, the page shows an error and global parameters cannot be saved. Parameter Alias: Add Chinese hints here if needed. Required Global Parameter: Mark whether the parameter is required. If selected, charts and Key Driver Analysis components check for injected values. Without values, charts show “query failed” (global parameter cannot be empty), and Key Driver Analysis components show their default values.

Note

Global parameter configurations are validated in real time. A single conflict prevents all parameters from being saved.
The configuration depends on the current content of the report. Changes to the report may break existing configurations. After you make any changes, verify that the global parameters still work as expected. You may need to adjust conflicting parameters as prompted.

Unpublish

In the Q Report editor, you can click the icon and select Unpublish to unpublish a report. After a report is unpublished, only its creator can view or edit it.

You can also unpublish a report from the report list. Hover over the target report, click the icon, and select Unpublish.

Q Report List Page Actions

On the Q Report list page, you can view all reports that you have permission to access on the All Reports, I Created, Shared With Me, and My Archives tabs. You can also search, filter, and sort the reports.

Search

You can search by report name to quickly find reports.

Filter

Click the filter icon () to open the filter panel and narrow the report list.

Note

You can filter by My Favorites on any tab. The available filter options vary by tab. If you set filters on one tab, the system automatically applies any matching filters when you switch to another tab. This reduces repetitive work.

Sort

You can sort reports to prioritize the content you want to see first.

You can sort by name, creator, last modifier, creation time, or modification time.
Keep Folder Structure: Select this option to show folders. Clear this option to show only the reports that are inside folders.

New

You can create Blank Reports or Folders.

Note

You cannot create blank reports or folders on the Shared With Me tab.

Click New Folder, enter a Folder Name, and click OK.

Report Peripheral Operations

In the report list, you can hover over a report card to reveal actions, such as Edit (), Preview (), and More (). You can use these actions as needed.

Action	Description
Edit	Open the Q Report editor. Note The Edit action appears only if you have edit permission: By default, reports that you create have edit permissions. The creator granted you collaborative editing permission via collaborative authorization.
Preview	Open the Q Report preview page.
Rename	Rename the Q Report.
Share	Share the report via private links or public links. See Share.
Collaborative Authorization	In the Collaborative Authorization dialog box, you can grant the current report's View, Export, and Edit permissions to others as needed. The following describes the related configuration settings. ① Edit Permission Scope: Set who can edit the report. Default is Private. Switch to Specified Members as needed. In Private mode, only the creator can edit. Editing permission cannot be granted to others. Use this for full control and no collaboration. In Specified Members mode, the creator can grant editing permission to specific members in the organization. Use this for team collaboration. Note Switching from Specified Members to Private removes all previously granted editing permissions. ② Add Authorization: Assign permissions to users. Type a user or group name in the search box and press Enter. In results, select permissions and set expiration dates. Available permissions depend on the edit scope: Private allows only export and view; Specified Members allows edit, export, and view. Note Permissions follow hierarchy: edit includes export and view; export includes view; view is the lowest level—users can only browse. If a user’s custom role disables Q Report usage permissions, they still appear in the search list but can receive only view or export permissions—not edit. After granting edit permission, multiple editors must use lock-based editing. See Lock-Based Editing. After authorization is complete, you can view in the Authorized User List the users who have been granted permissions for the current report, along with their collaboration type and view permission expiration date. You can perform the following operations: Click the filter icon () next to collaboration type to filter users by permission type. Click the dropdown icon () next to permission to change a user’s permission type. In Private mode, only the creator can edit. To grant edit permission to others, switch to Specified Members mode. Click the date picker to change a user’s view permission expiry. Choose 1 Month, 3 Months, 6 Months, 1 Year, or Permanent. Click the delete icon () next to a record to revoke permission. Invite to Edit / Invite to View: Copy and share links to invite team members to edit or view. Note Ensure invited members have the required permissions. The system enforces access limits automatically.
View Archive Records	If the report has been archived, the View Archive Records option appears. Click to open the archive records page and see all versions. From an archived report’s card, select Go to Original Report to open the original report’s preview page.
Move To	Move the report to the root directory or another folder.
Unpublish	Offline reports. After unpublishing, only the creator can view or edit it.
Delete	Delete the report. Note You can delete only unpublished reports.
Favorite	Click the icon next to the Xiao Q Report to add it to your favorites. Click the icon again to remove it from your favorites.

Folder Actions

In the report list, you can click the icon on a folder card to perform actions.

Note

Folder cards appear only if the Keep Folder Structure option is selected in the sorting options. If the folder cards are not visible, check this setting.

Action	Description
New Report	Create a blank report.
New Subfolder	Create a subfolder in the current folder. Note Folders support up to five levels.
Rename	Rename the folder.
Move To	Move the folder to the root directory or another folder.
Delete	Delete the folder. Note You cannot delete folders with active resources. First unpublish them. Deleting a folder also deletes its contents. Proceed with care.

Subscription Tasks

You can use the subscription feature in Quick BI to automatically send reports as screenshots, links, or data attachments. You can set a schedule to deliver the latest report content, which keeps teams informed about business trends, data shifts, or anomalies without requiring viewers to log in and open the report manually.

Important

Q Reports are a premium feature. You must purchase this feature to create subscription tasks.
Each organization supports up to 100 Q Report subscription tasks.

Hover over the icon in the top navigation bar and click Enterprise Applications > Subscription Management.
On the Subscription Management page, click Create a Subscription Task. In the Create Task pop-up window, configure the required information. For more information about each configuration item, see Create a Subscription Task.
Click OK.
Note
Subscribed reports follow the report's data permissions policy:
- If dynamic data permissions are enabled, the system generates the report using the subscriber's data permissions at the time of execution. All recipients see the data from the subscriber's point of view, not their own.
  For example, Member A creates a subscription for a report to be sent daily at 8:00 AM. At 8:00 AM, the system generates the report using Member A's permissions and sends it. All recipients see the data based on Member A's access level.
- If dynamic data permissions are disabled, the report content does not change based on the subscriber's permissions. All recipients see the same content, regardless of who created the subscription.

Report Usage Permissions

By default, all users, including developers, analysts, and viewers, who are added in the User Management interface can use Q Reports. If your organization requires stricter control, you can disable the use of Q Reports in custom roles. You can then assign these roles to users to enforce the restrictions.

If a role has Q Reports disabled, users who are assigned that role cannot use any Q Report features. For more information, see Role Management.