Exporting and scheduling reports

A report leaves Teralo in four ways: export it as an Excel or PDF file, send a snapshot by email, email it on a schedule, or share the report itself with someone in your organisation. All four start from the report viewer.

Open a report from the Reports list. The buttons at the top right are icons, each named in a tooltip:

• Export: the download arrow.
• Send: the paper plane.
• Schedule: the calendar with a clock. Project reports only.
• Share: the three joined dots.

Schedule and Share appear only for people with Can create, edit, and share reports and dashboards. On a narrow screen, the same actions are in the three-dot menu.

1. Open the report and select the download arrow (Export).
2. Select Excel (.xlsx) or PDF.

On a narrow screen, open the three-dot menu and select Export Excel or Export PDF.

Teralo builds the file in your browser from the rows the viewer has loaded, which is up to 1,000 rows in each list section. A snapshot or a scheduled email includes every row.

An Excel file has one worksheet for each section, named after the section (cut to 28 characters).

• A list section becomes a header row and its rows.
• A summary section becomes a grid: the row group columns first, then one column for each pivot column value and value, then the Total column and row if the section has them switched on.

The grid is plain cells, not an Excel PivotTable. Currency and percentage values are written as text.

A PDF is landscape A4. The first page opens with the report's name and a line giving the date it was generated, the number of sections and the total number of rows. Each section after the first starts on a new page.

A PDF you download includes the charts in the section open in the viewer, placed on the first page. Charts in other sections are left out. A PDF sent by email has no charts.

A snapshot emails the report as it stands now.

1. Open the report and select the paper plane (Send).
2. Under Format, choose Excel (.xlsx) or PDF.
3. Under Recipients, select each person.
4. Select Send Snapshot.

The recipients list holds the active members of your organisation, apart from the person who created the report. There's no field for any other email address, and you can send to 50 people at a time.

A person marked with a crossed-out bell has turned off report snapshot emails, and won't receive it.

A schedule emails the report again and again. Only project reports can be scheduled.

1. Open the report and select the calendar with a clock (Schedule).
2. Select Add Schedule.
3. Choose the Frequency:
   • Daily
   • Weekdays (Mon-Fri)
   • Weekly (Monday)
   • Monthly (1st)
4. Under Format, choose Excel or PDF.
5. In Timezone, enter a time zone name such as Australia/Sydney. It starts as your device's time zone.
6. Under Recipients, select each person.
7. Select Create Schedule.

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The recipients list is the same as a snapshot's, with the same limit of 50.

A schedule sends at 6:00 am in its time zone. In a time zone with a half-hour offset, such as Adelaide's, it sends at 6:30 am.

The Scheduled Distribution dialog lists every schedule on the report, each with its recipient count and next send date. A report can have any number of schedules.

A schedule can't be edited. To change one, delete it and create a new one.

To pause a schedule, open the Scheduled Distribution dialog and select Pause on its row. Paused schedules keep their settings. To restart it, select Resume. If its next send date passed while it was paused, it sends within the hour.

To delete a schedule, select the cross (Delete schedule) on its row.

Teralo builds each scheduled email with the permissions of the person who created the schedule, and names them as the sender. If they lose access to a tool, the section reading it arrives with a "Cannot render" note naming the missing permission. The rest of the report still sends, and the schedule stays on.

Sharing gives someone in your organisation the report itself, not a file.

1. Open the report and select the three joined dots (Share).
2. In User, choose the person.
3. In Access, choose View or Edit.
4. Select Share.

The person gets an email saying the report was shared with them. The User list holds the active members of your organisation, apart from the report's creator and anyone it is already shared with.

A person without Can view reports and dashboards can open a shared project report, read it and export it. It appears in their reports list with a Shared badge. Without any reports permission there's no Reports item in their sidebar, so they open it from the email.

Every section still checks the person's own permission for the tool it reads. A section they can't see shows a "You don't have permission to view" note instead of its data.

Changing the report, scheduling it, sharing it on or sending a snapshot needs the permissions below, whichever level the share gives. On an organisation report, a share gives no access at all: opening it needs Can view reports and dashboards.

Open the Share Report dialog. Under Shared with, select the cross (Remove share) beside the person. The share is removed straight away.

To change a person's level, remove the share and share the report again.

A snapshot or scheduled email is titled "Report Snapshot" followed by the report's name. It gives the report's name, the format, the number of rows and the sender, with the file attached and a View Report Online button. The sender of a scheduled email is the person who created the schedule.

Each person controls their own report emails in their notification settings, under Reports:

• Report shared: when a report is shared with them.
• Report snapshot: when a snapshot is sent to them, including scheduled emails.

Teralo skips anyone who has turned off Report snapshot, without telling the sender. Learn more about notification settings.

Permission	Allows
Can view reports and dashboards	Exporting a report and sending a snapshot
Can create, edit, and share reports and dashboards	Scheduling and sharing a report
Can delete reports	Deleting a report, which deletes its schedules and shares

Only host staff can hold these permissions, so only members of the host organisation can be sent or shared a report. Learn more about the report builder and how permissions work.