How to export and share Valuecore reports with external stakeholders

If you’re here, you probably need to get a Valuecore report out of your system and into someone else’s hands—maybe a client, a partner, or someone who doesn’t have (and won’t get) a Valuecore login. The good news: it’s doable. The less good news: the process isn’t always as slick as you might hope, and there are a few pitfalls to dodge. This guide walks you through how to export and share Valuecore reports, what works, what’s clunky, and the smartest ways to avoid headaches.

Who this guide is for

  • You use Valuecore to build reports or analyses.
  • You need to send those reports to people outside your company or org.
  • You’re looking for clear, no-nonsense instructions (and you’d rather not spend all day on this).

Let’s get your report out the door.

Step 1: Know What You’re Exporting

Before you click anything, get clear on what you actually need to share. Valuecore can generate a lot of output, but not every “report” is the same.

Valuecore reports usually fall into three buckets:

  • Dashboards: Interactive, live data (best for internal users).
  • Static reports: PDFs, Excel, or CSV exports (better for external sharing).
  • Links to live reports: Sometimes, you can share a link, but access is often restricted.

Pro tip: If you’re sharing with someone outside your org, stick to static files. Don’t assume they can or will log into Valuecore. Even if you send a link, permissions get in the way.

Step 2: Export the Report

A. PDF Export

This is the safest, most universally readable format, and it looks (mostly) like what you see onscreen.

To export as PDF:

  1. Open the report you want to share.
  2. Look for the “Export” or “Download” icon—usually a down arrow or printer symbol.
  3. Select Export as PDF.
  4. Choose your export settings:
  5. Portrait or landscape?
  6. Include filters or comments?
  7. One page or multi-page (if the report is big)?
  8. Hit Download.

What works:
- Formatting usually holds up. - Good for clients who just need to read, not play with data.

What doesn’t:
- Interactive elements (dropdowns, hover states) are lost. - Very long reports can break across pages in ugly ways. - Sometimes charts or tables get cut off. Always check the PDF before sending.

B. Excel or CSV Export

If your recipient wants to play with the numbers themselves, export to Excel or CSV.

To export as Excel/CSV:

  1. Open the report.
  2. Find the export/download option.
  3. Choose Export as Excel or Export as CSV (depends on your report type).
  4. Download and save the file.

What works:
- Data is editable. - Good for analysts, partners, or anyone who wants to slice and dice.

What doesn’t:
- All formatting is lost—just the raw tables. - Charts and visuals rarely make it into the export. - Complex reports with lots of tabs may turn into messy spreadsheets.

Ignore:
- XML exports, unless someone specifically asks for that format. It’s rare.

C. Sharing a Live Link

Sometimes Valuecore lets you generate a view-only link to a report. This can be slick—if, and only if, your recipient has access.

To share a live link:

  1. Open the report.
  2. Look for “Share” or “Get link.”
  3. Choose View only (never “Edit” for external folks).
  4. Copy the link and send it.

What works:
- The recipient always sees the latest data. - No need to send files back and forth.

What doesn’t:
- External partners usually can’t view unless they have a Valuecore login or you create a guest account (annoying and time-consuming). - Links sometimes expire or break if the report is changed. - You have little control over what they see if filters or data updates.

Bottom line:
If in doubt, stick to PDF or Excel. Live links are more trouble than they’re worth for people outside your org.

Step 3: Clean Up the Export

Don’t just hit “send” the moment your file downloads. Take a minute to check for:

  • Sensitive data: Are you sharing more than you meant to? Double-check for hidden tabs, comments, or other client info.
  • Formatting issues: Open the PDF or Excel file yourself. Make sure headers, charts, and tables look right.
  • Broken charts or tables: If something looks off, try exporting again or tweak the report layout.
  • File name: Rename the file to something human-readable, like ClientName_Q2_Valuecore_Report.pdf.

Pro tip:
If your exported file is huge, consider breaking it into smaller parts. No one likes a 40MB attachment.

Step 4: Share the Report Securely

Now you need to actually get the file to your external stakeholder.

Email

  • Attach the file directly if it’s under 10MB.
  • For bigger files, use a cloud link (Google Drive, OneDrive, Dropbox, etc.).
  • Double-check permissions on your cloud folder—only the intended recipient should have access.

File-sharing platforms

  • Some companies prefer Box, ShareFile, or similar tools.
  • Same rules: Only share with people who need it. Set links to expire if you can.

Don’t:

  • Paste sensitive data into the body of an email.
  • Rely on Slack or other chat tools unless you know the recipient is set up there.
  • Assume your recipient can open every file format—ask if you’re not sure.

Step 5: Follow Up (But Don’t Nag)

After you hit send, let your recipient know:

  • What’s in the report.
  • If they need any special software to open it.
  • Who to contact if they have questions (probably you).

Optional:
If the report is time-sensitive, set a reminder to check in a few days later.

Step 6: Keep It Simple (and Repeatable)

If you’re going to do this more than once, save yourself some time:

  • Create a template email you can reuse.
  • Standardize your file names for each client or stakeholder.
  • Document your export steps somewhere handy (even a sticky note works).

Pro tip:
If you keep running into the same export headaches, flag them for your admin or Valuecore support. Sometimes there are workarounds or feature updates, but nobody knows unless you ask.

What to Watch Out For

Exporting and sharing reports isn’t rocket science, but the devil’s in the details. Here are a few recurring annoyances:

  • Scheduled exports: Valuecore sometimes lets you schedule regular exports. Sounds nice, but these often fail if the report changes or the system hiccups. Don’t rely on it for critical stuff.
  • Permission gotchas: Even if you share a “public” link, Valuecore can tighten up permissions later. If your recipient suddenly can’t access the link, fall back to good old PDFs.
  • Version confusion: If you send multiple versions, label them clearly. Otherwise, clients will open the wrong file and email you questions about last quarter’s data.

Final Thoughts: Don’t Overthink It

Exporting and sharing Valuecore reports doesn’t need to be a whole project in itself. Stick to PDF or Excel, double-check your files, and keep your process simple. Most clients just want a document they can open and understand—no fancy portals required. If you hit a snag, don’t waste your afternoon wrestling with Valuecore’s quirks. Pick the path of least resistance and move on. You’ve got better things to do.