---
title: "Working with shared reports containing unshared calculated fields"
canonical: "https://support.appfire.com/space/ART/2239332604/Working%20with%20shared%20reports%20containing%20unshared%20calculated%20fields"
format: markdown
---
This article explains how shared reports work when they contain calculated fields that are not shared with the user. It also demonstrates how the app handles the parent and child calculated fields when the report is copied by shared users.

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| **Contents**<br>> Macro (toc) |

## Pre-requisite

To follow this use case, ensure you create and share the report as outlined below.

- A **List report** is created using the **Reports and Timesheets for Jira** app.
- The report includes a calculated field named `Work Item status` (parent field), which contains a child field named `Status bucket` (child field).

![Parent calculated field - Work Item status](media://46f6653e-46b3-47fd-9517-a586a3743d2a)

![Child calculated field - Status bucket](media://a505032d-0f49-418f-be3a-95f422ef77e5)

- The report is shared with Jira user **Alex** without edit permissions, and neither the parent nor the child calculated field is shared with Alex.

> ℹ️ For more information on creating and sharing reports, refer to:
> ℹ️ 
> ℹ️ - [List report](https://appfire.atlassian.net/wiki/spaces/ART/pages/1577124117)
> ℹ️ - [Sharing Reports with other Jira Users](https://appfire.atlassian.net/wiki/spaces/ART/pages/1581481987)

![Create List report and share with another user](media://20f66c52-562f-4d0b-8486-03f6a0e29678)

---

## Access the shared report

To view shared reports, navigate to **Jira** > **Apps** > **Reports and Timesheets** > **Reports** > **Shared Reports**.

The Shared reports screen displays the list of reports shared with you by other users. Click the report to open it.

![Shared Reports screen](media://49b41984-3a38-4eaa-b905-5a715c349698)

## Copy the shared report

Here, user Alex cannot make any changes to the report since he does not have edit permissions. 

- To make any changes to the report, you must first create a copy. To create a copy of the report, click **Save As.**

![Save a copy of shared report](media://0db6610d-15fe-4b43-9f73-8d16948afe1e)

> 📝 You can also create a copy of the report by clicking **Copy to Saved Reports** in** **the** Shared Reports **screen.
> 📝 
> 📝 ![Copy of saved reports](media://d5a2b42e-264d-4383-ab1e-d7313800a680)

- The **Save report** dialog opens.
- By default, the copied report gets saved with the same name as the original. Enter a new name and description for the report.

![Save report dialog - Enter the report details ](media://ca3ba74a-34ea-45f5-ae77-ecd42ac1a705)

- The report is saved and opens in the report designer interface. You can make the required changes and save the report.
- While saving the report, the app also creates copies of the calculated fields that have not been shared with the shared user.

![Saved report opens in designer interface](media://d60983f2-4738-4b01-968c-d2f7e580d251)

- To view the list of saved reports, navigate to **Reports** > **My Reports**.

![My reports](media://d3967674-e6c5-472d-872d-c59a15c8903b)

## Manage the unshared calculated field

The app performs the following automatically when you create a copy of the report.

- A copy of each calculated field used in the report is created under the shared user's ownership, but **only if those fields are not already shared** with the user.
- This includes both parent and child fields — in this example:
  - `Work Item status` (parent field)
  - `Status bucket` (child field)
- To view the copy of calculated fields, navigate to **My Area** > **My Calculated Fields**.
- The** ***Calculated Fields owned by you*** **section displays a copy of the calculated fields created.

![My Calculated Fields shows the list of Copy of calculated fields](media://948f2efa-646e-4481-8d2f-ffa4bc90918b)

- The copied calculated fields retain the original names, and the description is updated with a suffix indicating that it is a copy of the field created while saving the shared report.
  - Example of field description: *Checks* *work item status and return Completed or incomplete (Auto created on saving shared report)*.

- In this example, **Work Item status** is the parent field, and **Status bucket** is the child field. As both fields are not already shared, a copy of both fields is created.
- Alex can now independently edit both the copied report and the copied calculated fields.
- These changes do not impact the original report or the fields owned by the shared report owner.

> 📝 **Additional scenarios for managing the nested and partially shared calculated fields in shared reports**:
> 📝 
> 📝 1. If both the parent and child calculated field is shared with the shared user, the report uses the shared parent and child fields, and none of the fields are re-created.
> 📝 2. If the parent calculated field is shared with the shared user and the child field is not shared, both the parent and child fields are auto-created under the shared user's ownership, and the copied report will use the auto-created parent and child fields.
> 📝 3. If the parent field is not shared and the child field is shared with the shared user, both the parent and child fields are auto-created under the shared user's ownership, and the copied report will use the auto-created parent and child fields.