# Save a report as a view, and share it with the school

> A saved view remembers the filters, grouping, columns, sort, and dates that were on screen. It is how a school turns a handful of reports into the thirty it actually asks for.

Source: https://www.aerscheduler.com/docs/reports/save-a-report-view
Section: Reports and analytics. For: Owners, Admins, Dispatchers, Technicians.

Shape a report, click "Save as", give it a name, and optionally turn on "Share with the school". A saved view
remembers the filters, grouping, columns, sort and dates that were on screen.

**Who can do this:** Owners, Admins, Dispatchers, Technicians

## Save the report you are looking at

1. **Shape the report**

   Date range, filters, grouping, columns, sort. All of it is captured.

2. **Click Save as**

   It sits in the toolbar at the right, between Saved views and Export.

3. **Type a name**

   Up to 60 characters. Name it the way somebody would ask for it out loud: "Month-end revenue", "Lapsed students",
   "Grounding squawks".

4. **Click Save view**

   The view appears in the Saved views list for this report and becomes the active view.

![Reports, Save as dialog](https://www.aerscheduler.com/docs/report-save-as-dialog.png)

Saving a view is how a school turns a handful of reports into the thirty it actually asks for. There is no way to build a
report that is not in the built-in list, and there does not need to be.

## Share it with the school

Turn on "Share with the school" in the Save as dialog, or edit the view afterwards.

A shared view is visible to everyone at the school whose roles let them run that report. It is not visible to
anyone else, so sharing a Revenue view does not expose revenue to a dispatcher: they cannot run the report, so the
view never appears for them.

> **Careful:** "Shared" does not mean shared ownership. Only the person who saved a view can change or delete it. Everyone else,
> admins included, simply does not see the Update and delete controls, which is easy to misread as the view being
> read-only for some other reason.

## Apply a saved view

Click "Saved views" in the toolbar and pick one from the list. The report redraws with that view's filters,
grouping, columns, sort and dates.

Each row in the popover also carries three icons:

| Icon  | What it does                                                                                                 |
| ----- | ------------------------------------------------------------------------------------------------------------ |
| Clock | [Schedule this view by email](https://www.aerscheduler.com/docs/reports/email-a-report-on-a-schedule)        |
| Pin   | [Pin it to your Overview dashboard](https://www.aerscheduler.com/docs/reports/build-your-overview-dashboard) |
| Bin   | Delete it, on views you are allowed to delete                                                                |

"Clear selection" at the bottom of the popover drops back to the plain report.

![Reports, Saved views popover](https://www.aerscheduler.com/docs/report-saved-views.png)

## Update a view you saved

With one of your own views active, change whatever you want on screen and click "Update". It overwrites that view
with what is now on screen.

The Update button only appears for a view you own. On somebody else's shared view, use "Save as" to make your own
copy instead.

## Delete a view

Open Saved views and click the bin icon on the row.

> **Careful:** Deleting a shared view removes it for everyone at the school, and the confirmation says so. If a colleague built
> their week around it, that week gets a surprise.

## A saved view remembers exact dates, not the words "Last 30 days"

This is the one behaviour that surprises people.

A view saved while you had specific dates on screen stores those exact dates. Re-applying it a month later restores
that same window, not the equivalent window today.

The picker's presets are no exception. "Last 30 days" is resolved to real dates the moment you save, so the view
keeps that month's window rather than meaning the last 30 days from whenever you next open it.

> **Tip:** If a saved view "stopped matching anything", check its date range before anything else. It is almost always a fixed
> window that has aged out. Reset the range and save the view again.

Scheduled reports handle this differently. A schedule ignores the saved view's dates entirely and uses the
cadence's window instead, so a weekly email always covers last week. See
[Email a report on a schedule](https://www.aerscheduler.com/docs/reports/email-a-report-on-a-schedule).

## Who can change a shared view

| Who                                | Can apply it                       | Can update or delete it          |
| ---------------------------------- | ---------------------------------- | -------------------------------- |
| The person who saved it            | Yes                                | Yes                              |
| An admin or owner                  | Yes                                | Only views they saved themselves |
| Anyone else who can run the report | Yes                                | No                               |
| Anyone who cannot run the report   | It does not appear for them at all | No                               |

> **Note:** If your own roles change so that you can no longer run a report, that report's saved views disappear from your
> list, including shared ones. They are not deleted, you just cannot reach them any more.

## What a saved view is used for next

A saved view is the unit that two other features build on.

- [Email it on a schedule](https://www.aerscheduler.com/docs/reports/email-a-report-on-a-schedule): A schedule always points at a saved view, so save the view first.
- [Pin it to your dashboard](https://www.aerscheduler.com/docs/reports/build-your-overview-dashboard): The pin copies the view onto your own board as a tile.