Overview

This article will outline options to share data from Torii to other people in your organization, and provide example best practices on how to do so. 

Sharing data from Torii

Torii offers two main ways to share data to other employees:

• Download as CSV 
• Share as report (available to customers on the professional plan and up)

These options are available in most pages in Torii. The "Share as report" option allows you to append a .CSV file and send it to specific users or channels via email or Slack. It is a great way to streamline data sharing instead of manually downloading a .CSV file and sharing it. 

When either option is selected in the context of a specific data set, the columns, column order and filters are set and are static from that point on. What does this mean?

• When downloading a .CSV, the data in the file mirrors the exact information (including which columns are present, and what filters are applied) shown in the table this file was download from at the time of download.
• When sharing data as a report - a .CSV file will be attached to the email/message sent to the recipients, following the same logic as if the file was manually downloaded and shared.

Scheduled reports

Note: Sharing a report on a recurring schedule is available only for customers on the enterprise plan

After clicking "Share as report", you can configure how and to whom you want to share the data with, and you may elect to share this data once, or on a set, recurring schedule. If you chose to share on a recurring schedule, the same columns, column order and filters which applied to the data when you set up the recurring report will always apply - they are determined separately from the view from which they may have originated, and are static.

For example, the private view "Discovered apps - 30 days" includes the columns: "App name", "Users", "Discovery date", "State" and "Primary app owner", with filters to only show apps in "Discovered" state with "Discovery date" up to 30 days ago. If you share this data with a scheduled report, all reports send will contain these columns & filters, no matter whether you add/remove columns, or change filters for this view later.
 

You can find a table dedicated to reporting scheduling under Reports -> Scheduled reports.

In this page, you can see exactly which reports are scheduled, additional relevant information on them, as well as options to edit the schedule/recipients, download the report or delete the schedule.

Editing & viewing scheduled reports

Once a report has been scheduled, the columns & filters selected cannot be altered. If edits are necessary, you can delete a scheduled report and create a new one. 

Reports are privately owned - meaning that only the report creator (and owner) can see and take action on them in the Scheduled reports page. Additionally, Torii users with the "Scheduled Reports -Take Action" scope (By default, users with the "Admin" role) can see all scheduled reports and take action on them.

If you have permissions to see & edit a scheduled report, you can:

• Change the report's scheduling configuration (frequency, timing).
• Change the report's recipients.
• Change the report's sharing method (email/Slack).
• Enable/Disable sending the report.
• Download the report as a .CSV file 
• Delete the scheduling for this report completely (this is non-reversible). 

Sharing confirmation

When sharing a report , A toast message will pop up, indicating that the sharing or scheduling process was initiated. Afterwards, you will be able to see the status for sharing this report in the following places:

• If the report was configured to be shared once, a confirmation email will be sent to your email address, indicating whether Torii was able to successfully share the report or not. This email will also explain any issues that caused the report sharing to fail (such as tying to send a report to a deleted Slack channel).
• If the report was configured to be shared on a recurring schedule, you can see the status of the latest share attempt in the scheduled reports page.

Recommended best practices

• Send app owner a list of the app users in their apps on a regular basis to assure access is limited to those who need it, as well as for documentation trail of auditing purposes.
• Send secOps a list of newly discovered apps + their certifications & compliance data on a regular basis to help combat shadow IT and security risks.
• Send the finance team a list of recent expenses for review on a set basis to eliminate unintended spend. 
• Send the procurement team a list of upcoming renewals on a set basis to prepare in advance for. 
• Remember that while reports are a great tool to share data outside of Torii to your organization, the best way to work in Torii is to utilize views for your daily work process. 

Q&A

Q: I got a confirmation message that my report was shared successfully, but it never arrived at the recipient's email. Why?

A: Torii tracks whether the report was sent to the relevant email server successfully or not, but cannot currently determine whether in arrives from there to the recipients inbox or not. 

Q: Why did I receive an empty report?
A: This means that there is no data matching the filters set by the scheduled report owner. When originally set up, the filters caught a subsection of your organization's data, but, for the relevant report and time period, there is no data to present. Torii still sends out the report, as this data can still be a useful metric to track. 

For example: A scheduled report that shows all new hires in your organization in the last 30 days may return empty (only column headers showing) if there were indeed no new employees recruited in the past month.