The SAP Analytics Cloud, add-in for Microsoft PowerPoint does not include a built-in sharing feature. You share the PowerPoint file the same way you share any other Office document — through Microsoft Teams, SharePoint, OneDrive, or e-mail. The embedded widgets remain in the slides after sharing. However, what each recipient can do with those widgets depends on their individual setup and permissions.
What Recipients See When They Open the File
When a recipient opens the shared file, the embedded widgets appear as static images. The images reflect the data as of the last time you refreshed the widgets. Recipients do not automatically see live data.
Requirements to Refresh Widget Data
A recipient can refresh widget data only if three conditions are met:
- They have access to the SAP Analytics Cloud tenant where the story is stored.
- They have the SAP Analytics Cloud, add-in for Microsoft PowerPoint installed.
- They have at least View permission on the story in SAP Analytics Cloud.
When all three conditions are met, the recipient can open the add-in panel, connect to the tenant, and refresh each widget to load the latest data. If any condition is missing, the widgets stay as static images.
Row-Level Security and Personalized Data
SAP Analytics Cloud uses row-level security to control which data each user can access. When a recipient refreshes a widget, SAP Analytics Cloud applies their own data permissions — not yours. This means two recipients with access to the same story may see different data after a refresh, depending on the data access rules defined for their user profile.
This behavior is a governance feature. It ensures that sensitive data stays protected even when the file reaches a wide audience.
The Static Image Fallback
Recipients who do not have SAP Analytics Cloud access — or do not have the add-in installed — continue to see the static images from your last refresh. They can view and present the file without any extra setup. They simply cannot update the data.
This makes the add-in well-suited for mixed audiences. Users with full SAP Analytics Cloud access can refresh the data to see the latest figures. Other recipients still get a clean, readable presentation without needing any configuration.
Summary
Let's summarize what you've learned:
- Share presentations through standard Office channels, such as Teams, SharePoint, OneDrive, or e-mail.
- Recipients first see embedded widgets as static images from the last refresh.
- Recipients need tenant access, the PowerPoint add-in, and story View permission to refresh data.
- SAP Analytics Cloud applies each recipient’s data permissions when widgets are refreshed.
- Static images let recipients view and present files even without SAP Analytics Cloud access.