Saved and scheduled reports

Any report you build can be saved, shared with colleagues, pinned to a dashboard and emailed on a schedule as a PDF, an Excel workbook, a CSV or any mix. It can go to your team, to a customer's contacts, or to outside addresses such as an accountant. Saving needs Reports manage.

Saving a report#

1. Build the report in the report builder.
2. Click Save report, give it a name and, if you like, a description (for example "For the Monday service review").
3. Choose who sees it: just you, or Shared with everyone who can run its data.

Saved reports appear under Saved reports in the Reports sidebar and on the builder page. While you have changes that are not saved, the report says Unsaved changes. Press Save (or Cmd+S) to keep them.

The ... menu on a saved report has:

• Send now: email it straight away.
• Pin to a dashboard: show it on one of your dashboards. See Dashboards and your Home layout.
• Deliveries: every time it was sent.
• Save as a new report: keep your changes as a copy.
• Delete.

Only the owner or an administrator can change, schedule, send or delete a saved report. Anyone it is shared with can open and run it, and save their own copy.

Scheduling a report#

1. Open the saved report and click Schedule (once scheduled, the button shows when it goes, such as Every Monday at 07:30).
2. Under How often, choose Every day, Every week or Every month.
3. For weekly, pick the day in On. For monthly, pick a day from 1 to 28.
4. Set the time in At.
5. Under Send as, tick PDF (chart and table), Excel (every row), CSV (every row) or any mix.
6. Under Who gets it, choose Chosen people or Each customer (below).
7. Click Save schedule.

The period is worked out when the report runs, so a "last month" report scheduled for the 1st always covers the month just ended. Stop sending removes the schedule.

Note: Scheduling or sending a report with money or people figures (profitability, utilisation, recurring revenue, or a cost column) needs Finance manage.

Who gets it#

Chosen people sends the report to the people you pick, in three groups:

• Your team: active staff who can see Reports.
• The customer's contacts: available when the report is narrowed to one customer. Only that customer's active contacts with an email address can be chosen. A contact who has moved to another customer since is left out at the next run, and the delivery says why.
• Outside addresses: such as an accountant or an auditor. Available only when an administrator allows it (below).

Each customer runs the same report once per customer, narrowed to that customer, and sends each copy to that customer's contacts. Choose:

• Customers: Every active customer or Chosen customers.
• To their contacts: Whoever receives reports, as set by their contact roles in Settings > Contact roles, or only contacts with one role, such as With the role Primary contact.
• Send nothing to a customer with nothing to report: skips a customer whose report has no rows.

Each customer is only offered for data that can be narrowed to a customer. It turns a saved report such as "Time we spent for you" into a monthly email for every customer, without one schedule each.

What recipients get#

Staff get an email with the report's headline rows and total, a link to open it in Tenvara, and the files attached. The report is run as each member of staff, so nobody receives figures they could not open themselves. If someone is not allowed to see the data, they are left out and the delivery is marked as partly sent.

Contacts and outside addresses get the attached files only: never rows in the email, and never a link into Tenvara. The report is run as its owner sees it, narrowed to the customer, so it never shows them more than the owner would see for that customer. A contact gets it in their language and time zone, in their customer's branding, and replies go to the report's owner. Contacts who turned report emails off in their email preferences are left out, and every email to a contact has the usual unsubscribe link.

Warning: Choose the columns of a report you send to contacts with care. They get what the owner sees, so leave out internal notes, costs and margins.

When a schedule stops#

Before each run, Tenvara checks that the owner is still active and can still run the report. If not, the schedule stops, the delivery is logged as stopped with the reason, and the owner and whoever set up the schedule get a notification. Saving the schedule again restarts it.

A schedule also stops if the report's module is switched off.

Sending a report now#

Choose Send now from the ... menu. It goes to the schedule's recipients, the people you pick (your team, the customer's contacts or outside addresses, as above), or just you. It is logged as a manual delivery.

Checking deliveries#

Choose Deliveries from the ... menu to see the last hundred sends. Each shows whether it was sent, when, the period it covered, the rows, the formats, the recipients, anyone left out and why, and any error. Your team, contacts, outside addresses and skipped customers are listed separately, and a report sent to each customer shows which customer each copy ran for. A run in which every customer had nothing to report is logged as nothing to send, not as failed.

Every schedule in one place#

Administrators can see every scheduled report in Settings > Reports, on the Schedules tab: the report, its owner, when it runs, the formats it is sent as, the next run and how the last one went (Sent, Partly sent or stopped). The Reports settings link at the foot of the Reports sidebar opens the same page.

Sending outside the team#

Outside addresses are off until an administrator allows them, because the files leave your company. On the same tab, under Sending outside the team:

1. Turn on Allow outside email addresses.
2. Optionally list domains in Only to these domains, such as your accountant's. When the list is not empty, only addresses at those domains can be added.
3. Press Save.

If you switch it off later, outside addresses left on schedules are skipped at the next run, and the delivery says why.