There's a few different ways you can share a report with your clients through Insites. Each as easy as the last, read on to find out how.
Use Insites’ Share this report feature to send it via email from within the tool itself
Generate a downloadable PDF of the report so that you can either send this manually as an attachment, or if you want to keep a copy of the report locally
Create a unique, shareable link that can be sent to your client.
If you use the Share this report feature, you can also track any activity – such as whether your client has received the email, when they downloaded the report and how many times they have viewed the report.
How to share an audit
First you'll need to run a digital marketing audit.
From the Overview screen, select the first icon underneath the overall score where a popup menu will appear giving you the option to select the Share this report feature.
Selecting this will open a new menu with three tabs – one for Email, one for Download and one for Link.
Email an audit
Insites automatically defaults to sharing the report via email, and to do this you need to enter the relevant details in the relevant boxes. Add the recipient’s email address and full name, and then ensure you check the relevant boxes under Sections to include. If you want to be notified via email whenever your client opens your email, ensure that you check the Email me when my email is opened box.
The left-hand side of the screen will show you a preview of the email you are about to send, as well as allowing you to edit this. You can customise this default message if you wish.
When you are happy with the email, click Send mail and then your report will be shared to the email address you specified.
If you need to download the report as a PDF, select the Download tab at the top. You can select the sections you want to include and then select Download now and save the resulting PDF to your preferred location.
You can create a shareable link within Insites that can be used by clients to visit the report. When creating the link, you have the option to select which parts of the report will be viewable by the client when they use the link – such as Overview, Detail and Competitors. It is also possible to choose whether your personal details will appear in the header of the report. This can be edited by updating your user profile.
Tracking the report
The benefit of using Insites’ Share this report feature means that users can track any activity on that particular report when it has been shared. This makes it possible to track when a client downloads the PDF report shared with them, and how many times they have viewed the report. If email notifications have been enabled, the user will also be notified whenever the client downloads the report and can follow up accordingly.
To see activity against any reports that have been shared via Insites, find the report you want to check the activity for using the All reports button and either searching for the report or navigating to it manually. Once in the report and when you can see the Overview screen, click on the cog icon underneath the overall score to access the Report settings.
On the left-hand menu, select Activity and then the user will be presented with a table that shows details of all activity associated with that particular report, including who the activity came from (usually the user and the client(s)).
Customising the email template
If you want to change the default share email template that appears whenever you wish to share a report via email, you can easily do this from within the share window or within my profile which you can access by clicking on your profile picture. Head to the email template option at the bottom of the menu.
Make sure Edit is selected and then customise the message to your liking, selecting Save changes when finished. You can add auto-populated fields, which are typically:
[[business]] : The business name (falls back to the URL if we are not able to detect the name)
[[name]] : The email recipient’s name
[[link]] : A link to download the Insites report
[[agentName]] : Name of user sending the Insites report
Should you want to reset the share email template to the default value, following the instructions above except simply click the Reset default template and save button from within the Edit section.