Managing reports Follow
Reports on project issues can be created for any project through Revizto Workspace. Reports can either be a Microsoft Excel spreadsheet or PDF document. A spreadsheet is handy if you want to export report data to a third-party application, while PDFs are customizable and ready to share.
For any report, you can either set up a scheduled email delivery (for example, once a week) or send it to specified recipients manually as needed so you can keep your project reporting up to date and on track..
- Report settings
- Accessing reports
- Creating reports
- Editing reports
- Generating reports
- Deleting reports
- Unsubscribing from reports
- Viewing report history
- Troubleshooting
See also:
Report settings
You can configure report settings when creating or editing a report. All reports include general report settings (title and visibility), output settings (format-based settings), filters, and scheduled delivery (including sharing settings). The options under Output settings will vary depending on whether the report is a Microsoft Excel spreadsheet (XLS) or PDF report. See the sections below for more details on each setting.
The language used for a report cannot be set in the report itself, but is instead set based on the selected language in Revizto Workspace. For more information on report language selection, refer to Report language below.
General report settings
All reports include the same title and visibility settings.
| Option | Description |
| Title | The report title. |
| Visibility |
The issues that are included in the report:
|
Output settings
The output settings define the report layout and the issue details that are included in the report depending on the report format you choose: XLS or PDF.
XLS report settings
| Option | Description |
| Format | The report's format. Choosing XLS will create a Microsoft Excel spreadsheet report with the rest of the settings in this table. |
| Deleted issues | Select this checkbox to include deleted issues. |
PDF report settings
| Option | Description |
| Format | The report's format. Choosing PDF will create a PDF file report with the rest of the settings in this table. |
| Company logo |
Select this checkbox to add the company logo to the title page. License administrators can edit the company logo. |
| Deleted issues | Select this checkbox to include deleted issues. |
| Comment types |
The type of issue comments that will be included.
|
| Text comments | Select this checkbox to include text comments to issues. |
| Attachments | Select this checkbox to include issue attachments. |
| Field updates | Select this checkbox to include the history of issue field updates. |
| Markup updates | Select this checkbox to include the history of issue markup updates. |
| Image size |
Select the size of included issue markups:
|
| Issue fields |
The issue fields that you want to add to the report. For example, you can add issue levels, sheets, or tags. To add issue fields, open the dropdown menu and select the checkboxes next to the field names. To remove an issue field, click X next to the name. |
| Order by |
Select the fields you want to use for ordering the list of issues. You can choose up to three. Choose the field from the dropdown menu then select the ordering direction (Asc: ascending or Desc: descending). To add fields, click + Add another. To remove a field, click X next to it. |
| Time format | Select your preferred time format (24h or 12h) |
| Date format | Select your preferred date format. |
Filters
The filter conditions deteremine which issues are included in the report.
| Field | Description |
| Meet ALL of the following conditions | An issue is included in the data series when it meets all the conditions specified here. This can include one or several conditions. |
| Meet ANY of the following conditions | An issue is included in the data series when it meets at least one of the conditions specified here. This can include one or serveral conditions. |
To add a condition to either filter:
- Under the filter's title or last condition box, click + Add condition, then fill in the condition fields. When selecting items from a dropdown list, you can start typing an item's name to find it.
To remove a condition from either filter:
- In the upper-right corner of the condition box, click X.
Scheduled delivery
These settings define the report generation schedule. Once a report is generated, it is sent to the people specified in the Send to field.
To set the report generation schedule:
- Switch the Scheduled delivery toggle on (blue).
- Select the delivery period settings using the dropdown menus.These include:
- Delivery period: How often the report is delivered.
- Weekdays: Which days the delivery occurs on (Sunday-Saturday).
- Time: What time of the days the delivery occurs at.
- Click the Send to field to add report recipients. Recipients can be project members or external.
- To add an external recipient, type their email in the search bar, then select the email. If a valid email is not entered, you will not be able to select the recipient.
The Send to field is accessible even if scheduled delivery is turned off. If recipients have been added, they will auto-populate when you generate a report manually, as described in Generating reports.
The language used in reports is determined by Revizto Workspace as follows:
- For Revizto users: Reports are generated in the language selected for Revizto Workspace.
-
For external recipients:
- Manually generated reports use the Revizto Workspace language of the user generating the report.
- Scheduled reports use the Revizto Workspace language of the report owner or dashboard owner.
Accessing reports
Project members can view the reports they own and the reports shared with them. Project administrators can view all reports.
To access project reports:
- Sign in to ws.revizto.com.
- If you are a member of several licenses, ensure that the correct license is selected.
-
Open the Tools dropdown menu, then select My Projects under Tools.
-
Open the reports for your project:
- Open the project and then, on the top toolbar, click Reports.
- Find the project and then, in the Actions column, click the Reports button.
This will open the list of reports for that project. Each report will be displayed with its name, format, owner, number of recipients, and schedule.
Creating reports
Any project member can create a report. Reports can be created new or by duplicating an existing report.
- To edit or change an existing report, see Editing reports.
- To learn how to manually generate a report, see Generating reports.
To create a new report:
- Open the list of project reports.
-
Click + New Report.
- Enter the report settings.
- Click Save.
The report will be sent to the specified recipients according to the specified schedule. To learn how to generate a report manually, see Generating reports.
To duplicate a report:
Duplicated reports will maintain all the settings of the original, with the following exceptions:
- You are the new report owner.
- "(1)" is added to the end of the report name.
- The report’s scheduled delivery is turned off.
- Open the list of project reports.
- Find the report that you want to copy.
- In the upper-right corner of the report box, click Actions
.
- Click Duplicate.
The report will be immediately duplicated. You can edit the new report as needed by following the steps under Editing reports.
Editing reports
Project members can edit the reports they own. Project administrators can edit all reports. Changes to a report will take effect the next time it's generated.
To edit a report:
- Open the list of project reports.
- Find the report that you want to edit.
- In the upper-right corner of the report box, click Actions
.
- Click Configure.
- Edit the report settings as needed.
- Click Save.
Generating reports
Report owners, report recipients, and project administrators can generate reports manually at any time. The generated reports are delivered by email to chosen recipients.
To generate a report:
- Open the list of project reports.
- Find the report that you want to generate.
- In the upper-right corner of the report box, click Actions
- Click Send now.
- In the Show status at field, select one of the following:
- Current date: Generate the report based on the current issues.
- Previous date: Specify a date and generate the report for that date.
- In the Send to field, select the report recipients, or type the email addresses of external recipients.
- If recipients have already been added in the report's settings (as described in Report settings > Scheduled delivery) they will auto-populate here. Recipients can be removed by clicking X next to their name. Removing a recipient will not remove them from the report's scheduled delivery settings.
- Click Send.
Deleting reports
Any project member can delete reports they own. Project administrators can delete any reports.
To delete a report:
- Open the list of project reports.
- Find the report that you want to delete.
- Do one of the following:
- In the upper-right corner of the report box, click Actions
- In the upper-right corner of the report box, click Actions
- In the upper-right corner of the report box, click Actions
The report will be immediately deleted.
Unsubscribing from reports
You might get project reports by email because another team member added you to a mailing list. You can unsubscribe from such reports.
To unsubscribe from a report, click the unsubscribe link at the bottom of the email message.
If there is no unsubscribe link, it is a one-time email.
Viewing report history
The report history stores all reports that you generated and/or received in a single list. It also includes any attempts to generate reports for you, which are being processed or failed.
To view a report from the report history:
- Sign in to ws.revizto.com.
- If you are a member of several licenses, ensure that the correct license is selected.
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Open the Tools dropdown menu, then select Report History under Tools.
- Find the report that you want to view and then, in the Result column, click Download file.
Troubleshooting
Q: An issue has comments but the "Comment" column in a Microsoft Excel report is blank.
A: The rows with comments are collapsed. To expand rows, click the button on the left.
Q: The report language does not match the language that I selected in the Revizto application.
A: The report is generated in your Revizto Workspace language. See Selecting Revizto Workspace language.