> For the complete documentation index, see [llms.txt](https://docs.helvia.ai/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.helvia.ai/observatory/reports.md).

# Reports

A report is a scheduled, recurring email of platform data sent to a list of recipients. Three types are available: Analytics for dashboard snapshots, Sessions for conversation exports, and Surveys for response data. The platform emails the file every week or month.

Navigate to **Observatory > Reports** to create and manage report groups across your Workspace.

<div data-with-frame="true"><figure><img src="/files/8mnZkedrF5EBm8YfrezN" alt="" width="563"><figcaption></figcaption></figure></div>

### How Reports Work

Each report is a saved configuration that produces a file on a schedule. The type you pick decides what kind of data the report covers. Agents and filters narrow that data, the frequency sets how often it goes out, and the recipient list decides who gets it.

Once a report is enabled, it runs on its schedule and emails the result to everyone on the recipient list. You can pause delivery without losing the configuration, or use Run now to trigger an off-schedule delivery.

Each report type covers a different kind of data and pairs with a different audience:

<table data-column-title-hidden data-view="cards"><thead><tr><th>Title</th><th>Description</th></tr></thead><tbody><tr><td><h4><i class="fa-chart-line">:chart-line:</i></h4><h4>Analytics</h4></td><td>A PDF of selected Analytics tabs, ideal for recurring dashboard snapshots delivered to stakeholders</td></tr><tr><td><h4><i class="fa-messages">:messages:</i></h4><h4>Sessions</h4></td><td>An XLSX of chat sessions matching the configured filters, useful for conversation reviews, QA, and BI imports</td></tr><tr><td><h4><i class="fa-calendar">:calendar:</i></h4><h4>Surveys</h4></td><td>A CSV of responses for a selected survey workflow, sent to analysts or business owners who own the survey</td></tr></tbody></table>

{% hint style="info" %}
**Manual download:** Each report type automates a download you can already export from other pages in the platform.
{% endhint %}

### Creating a Report

All report types share the same setup, with the data-narrowing step tailored to the type you pick. Select **Add Report** to to start a new report group.

{% stepper %}
{% step %}

#### Pick the Report Type

Choose Analytics, Sessions, or Surveys. The type sets which data source the report pulls from, and which configuration options appear next.
{% endstep %}

{% step %}

#### Set Up the Report

Give the report a recognizable name and an optional description. Pick the agents it covers; Surveys reports allow a single agent only.
{% endstep %}

{% step %}

#### Narrow the Data

How you narrow the data depends on the report type.

{% tabs %}
{% tab title="Analytics" %}
Pick which Analytics tabs end up in the PDF. Select **All Sections** for every tab, or pick individual sections like Summary, LiveChat, or CSAT.
{% endtab %}

{% tab title="Sessions" %}
Filter by workflow tag or by the event toggles like user feedback, LiveChat, or user interaction. Leave both empty to include every session for the agents and period.
{% endtab %}

{% tab title="Surveys" %}
Pick the survey workflow whose responses you want, and the separator for the CSV file: comma, semicolon, or tab.
{% endtab %}
{% endtabs %}
{% endstep %}

{% step %}

#### Configure the Delivery

Set a schedule (weekly, monthly, or both) and list the recipient emails, separated by commas. Recipients do not need a platform account, so you can email anyone in or outside your organization.
{% endstep %}
{% endstepper %}

### Running Reports

Once enabled, a report runs automatically on its weekly or monthly schedule. Two manual controls let you pause it or trigger an off-schedule run.

{% columns %}
{% column %}

#### <i class="fa-toggle-large-on">:toggle-large-on:</i> Status Switch

Toggle this to pause or resume a scheduled delivery. A paused report keeps its configuration but stops sending until you turn it back on.
{% endcolumn %}

{% column %}

#### <i class="fa-play">:play:</i> Run Now

Select the run icon for a report to trigger a one-off delivery without waiting for the next scheduled run. A confirmation prompt appears before the run is queued.
{% endcolumn %}
{% endcolumns %}

{% hint style="success" %}
Run now is the fastest way to validate a new report's configuration. Send a one-off to yourself first, confirm the contents are what you expect, then add the wider recipient list.
{% endhint %}

### Managing Reports

The Reports table lists every report group in your Workspace as a single row. Each row shows the type, recipients, frequency, and current status so you can scan the state of every delivery at a glance.

<div data-with-frame="true"><figure><img src="/files/D2Le5sukzei0wSxhW9yZ" alt="" width="563"><figcaption></figcaption></figure></div>

Two row actions modify the report itself:&#x20;

* Use **Edit** to change any field of the configuration: type, agents, narrowing, frequency, or recipients.
* Use **Delete** to remove the report group entirely. A confirmation prompt prevents accidents.

### Best Practices

* **Match the type to the audience:** Analytics for stakeholders who want a visual snapshot, Sessions for analysts who want raw conversations, Surveys for business owners who own the questions
* **Validate with Run now first:** Trigger a delivery to yourself before adding the wider recipient list, so you catch empty sections or wrong filters early
* **Pause instead of deleting:** Toggle the Status switch off when a report is temporarily unneeded. The configuration is preserved and can resume in one click.

{% hint style="success" %}
You can now schedule Analytics dashboards, Sessions exports, and Surveys reports to land in stakeholders' inboxes without manual work.
{% endhint %}


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