Exporting and sharing compensation reports securely in Qobra

If you work with sales compensation or payroll, you know the drill: everyone needs reports, but nobody wants a data leak. This guide is for team leads, admins, and anyone who needs to get compensation data out of Qobra and into the right hands—without it ending up in the wrong ones.

Qobra (see here) makes comp management less painful, but when it's time to export or share reports, you've got to keep your guard up. Let’s walk through how to do this right, what actually matters, and what you can skip.

1. Know What (and Why) You're Exporting

Before you even touch the export button, get clear on a few basics:

  • What data do you actually need? Don’t just grab everything “just in case.” The more you export, the more you’re responsible for.
  • Who really needs access? Not everyone should see all comp data. Keep it need-to-know.
  • Why are you sharing it? Compliance, audits, payroll, or just someone being nosy? Each use has different security stakes.

Pro tip: Make a quick checklist. If you can’t explain why you’re exporting a particular report, don’t. Less data floating around means fewer headaches.

2. Exporting Compensation Reports in Qobra

Let’s get into the nuts and bolts. Qobra gives you a few ways to get data out:

A. Standard Report Export (CSV/XLSX/PDF)

Most people use Qobra’s built-in “Export” function:

  1. Open the report you want to export. This might be an individual compensation summary or a team-wide breakdown.
  2. Look for the Export button. Usually top-right, labeled “Export” or represented with a download icon.
  3. Choose the format. Options are typically CSV, XLSX, or PDF.
  4. CSV: Good for raw data, but watch out—spreadsheets can get messy.
  5. XLSX: Easier to read and keeps formatting, but larger files.
  6. PDF: Best for sharing with people who shouldn’t edit the data.
  7. Download the file. It lands in your default downloads folder (yep, another reason to keep that clean).
  8. Rename your file to something clear and date-stamped. “final_report2 (1).xlsx” will haunt you later.

What works: This method is quick and flexible. You control exactly what leaves Qobra.

What to watch out for: Once it’s on your laptop, Qobra’s security doesn’t protect it. If your device or email isn’t secure, neither is your data.

B. Scheduled or Automated Exports

For recurring needs (like monthly payroll), Qobra lets you set up scheduled exports:

  1. Navigate to the automation/scheduling section.
  2. Set your desired report, format, and frequency.
  3. Specify delivery method: Email, SFTP, or direct integration with another system.
  4. Check recipient list carefully. Only include people who must get these files.

What works: Automates boring, repetitive tasks. Reduces manual mistakes.

What to watch out for: Automation can make leaks easier if you’re not careful about permissions and recipients. Double-check these regularly.

C. API Exports (For the Tech-Savvy)

If you have a dev team or use business intelligence tools, you can pull data from Qobra via API:

  • Requires setup: You’ll need API keys and some technical know-how.
  • Best for: Integrating with in-house dashboards or payroll systems.
  • Security: Depends on how you manage API credentials and endpoints.

Ignore this unless: You have a real business case and someone technical to own it. APIs are powerful, but if you’re not careful, it’s like leaving a safe unlocked.

3. Securely Sharing Compensation Reports

Getting the file is step one. Now, how do you share it without risking a privacy breach?

A. Internal Sharing: Less Is More

  • Use secure channels: Slack (with enterprise security), your company’s file sharing (like Google Drive, OneDrive with permissions set), or encrypted email.
  • Never just attach to a plain email unless you’re 100% sure it’s going to the right person and their inbox isn’t a free-for-all.
  • Set permissions: Only the right people should be able to open or download the file. Use “view-only” links when possible.

B. External Sharing: Proceed with Caution

  • Use password-protected files: Most spreadsheet and PDF tools let you add a password.
  • Send the password separately: Don’t include it in the same email as the file.
  • Avoid public links: Sharing via a public Dropbox or Google Drive link is a recipe for leaks.
  • If possible, use SFTP: For sending to vendors or payroll providers, SFTP (secure file transfer protocol) is much safer than email.

Pro tip: Keep a simple log of who you shared what with and when. It’s not bureaucratic—it saves you if there’s ever a question about leaks.

4. Managing Permissions in Qobra

Qobra has a permissions system—use it. Don’t just give everyone admin access because it’s easier.

  • Role-based access: Only admins and comp managers should export sensitive reports.
  • Review permissions regularly: People change jobs; make sure access changes with them.
  • Audit logs: Qobra keeps logs of exports and shares. Check these if you suspect something went awry.

What works: Tight permissions mean fewer mistakes and less risk.

What doesn’t: Over-permissioning. “Everyone can export, just in case” is asking for trouble.

5. Handling Sensitive Data: What to Watch Out For

Compensation data is among the most sensitive stuff your company has. Treat it that way.

  • Don’t export more than you need. Full data dumps are tempting, but dangerous.
  • Mask or redact where possible. If someone only needs summary data, don’t send them names or IDs.
  • Delete old files. Once you’ve shared and the job is done, get rid of local copies.
  • Encrypt at rest and in transit. If you must store data, use company-approved, encrypted storage.

Ignore: “It’s fine, we’re a small team.” Breaches happen at small companies, too.

6. Troubleshooting and Common Pitfalls

Here’s what trips people up most often:

  • Exporting to the wrong format: CSVs are easy to mangle; PDFs can’t be edited. Pick based on what the recipient actually needs.
  • Attachment size limits: Gmail and Outlook choke on big files. Use links or SFTP for anything over 20MB.
  • Version confusion: “Final_final_report.xlsx” is not a good system. Use dates and keep a changelog if needed.
  • Forgetting to restrict access: Set and test permissions. Don’t rely on default settings.
  • Not checking logs: If you think something’s been shared too widely, look at Qobra’s export logs.

7. Real-World Scenarios: What Works and What Doesn’t

Scenario 1: Sharing with Payroll - Do: Use scheduled exports directly to your payroll provider via secure SFTP or a password-protected file. - Don’t: Email unprotected spreadsheets to a generic payroll inbox.

Scenario 2: Executive Reporting - Do: Export a PDF summary, redact sensitive columns, and share via a permissions-restricted drive. - Don’t: Send the full raw comp export to the entire exec team “just in case.”

Scenario 3: Team Member Requests - Do: Export only their individual data, ideally as a PDF. - Don’t: Send the whole team’s numbers to each person.

8. Keep It Simple, Stay Secure

Exporting and sharing compensation reports in Qobra doesn’t have to be complicated. Know what you’re exporting, be deliberate about who gets it, and use the built-in permissions and security features. When in doubt, share less, not more. Audit your process every quarter—things change.

The goal isn’t to make your life harder. It’s to prevent the kind of mistake that makes your life much harder down the line. Keep it simple, iterate as your needs change, and don’t believe anyone who says security is “set and forget.” It isn’t.

Stay sharp.