Run, Schedule, and Deliver Reports
When you run a Report, Deepwell makes a Report Snapshot, one for each Organization you run it for. That Report Snapshot is what your client sees, and it's correct at the time of the run.
How to run a Report or set up a Schedule
Both start from the same dialog.
- Go to Reporting → Reports and find your Report.
- Select Run / Schedule on its row. If the Report already has one or more Schedules, you can also expand the row and select + Add Schedule. Deepwell shows the same dialog in both conditions.
- On the Organizations step, select the Organization or the Organizations to run the Report for. If you have many clients, search the list. Each Organization gets its own Report Snapshot. The list shows only the Organizations that have every Integration the Report needs. If none qualify, Deepwell shows No Organizations have every required Integration.
- Select Run Immediately or Set Up Schedule. This choice decides what the second step holds.
Deepwell won't go to the second step without an Organization. It shows Select at least one Organization to continue.
Run Immediately
Use this for a single run, or to make sure the Report is functional before you set a Schedule. Only an MSP Admin can run a Report immediately.
Under Delivery, select what happens to the Report Snapshot when it's ready:
- Undelivered keeps it for your review in the Review queue.
- Delivered sends it to the Organization's portal as soon as it generates. Deepwell doesn't send the delivery email for this run. See Who gets an email when a Report Snapshot is delivered.
Select Run Report. Deepwell confirms, or it tells you which runs didn't start. See Alerts.
Set Up Schedule
Each MSP User can set up a Schedule. The Schedule step holds two choices: how Deepwell delivers each Report Snapshot, and when the Report runs.
How Deepwell delivers the Report Snapshot: Manual or Automatic
Manual delivery makes the Report Snapshot, but it's not visible to the Organization yet. An MSP Admin must review it and deliver it from the Review queue.
Automatic delivery makes the Report Snapshot visible to the Organization immediately after Deepwell makes it. If a block in the Report fails, Deepwell holds the Report Snapshot back even on Automatic delivery, so your client never sees a broken Report. That Report Snapshot goes to the Review queue for you to review.
Choose Manual for a new Report, or for a client whose data you want to review before they see it. Switch to Automatic once the Report has run cleanly for a few cycles.
When the Report runs: Recurring or Once
Select Recurring to let Deepwell run the Report on a repeating pattern. Under Run, select Every Month, Week, or Day, then set On and At:
- Month: select one or more dates. Last day runs on the final day of each month, whatever its length. Tick dates and Last day together, and the Report runs on each of them. For a date, tick closest weekday in month to move a run that lands on a weekend to the nearest weekday. Deepwell accepts only one of these special options per Schedule.
- Week: select one or more weekdays.
- Day: the Report runs every day at the time you set.
Select Once to run the Report one time at a later date. Set the date and the time. The time must be in the future, or Deepwell shows Enter a run date and time in the future.
The note under the time reads Times use the ⟨zone⟩ Time Zone. A Recurring Schedule runs on your MSP's Time Zone, which today is UTC for every MSP, so the note reads Times use the UTC Time Zone. Convert the run time from your local time to UTC before you type it. A Once run uses the Time Zone of your browser instead.
Active is ticked by default. Untick it to save the Schedule paused. See How to pause and resume a Schedule.
Select Save Schedule. Deepwell makes one Schedule for each Organization you selected.
One Schedule for each Report and Organization
Deepwell doesn't merge Schedules, so if two Schedules for the same Report and the same Organization run on the same day, your client gets two Report Snapshots. To run a Report on several days, select several dates or weekdays in one Schedule instead of making two.
Who gets an email when a Report Snapshot is delivered
When you set up a Schedule with Automatic delivery, the Schedule step also shows Email notifications: "Choose which Organization users receive an email when a Report Snapshot is delivered." Each Organization that you selected has its own list of Organization Users. Tick each person to email, or tick the Organization to select all of its Organization Users. Only a contact who accepted their invitation is on the list. See How to invite the contacts of a client.
The email tells the person that a Report is ready, names the Organization and the Report, and has a View Report button that opens it in your portal. The Report itself isn't in the email. For the sender and the colors of the email, see Email that Deepwell sends in your name.
Deepwell keeps one list for each Report and Organization, not one for each Schedule. It uses that list each time it delivers a Report Snapshot of that Report to that Organization:
- An Automatic delivery.
- Each time you select Deliver on a Report Snapshot, including one from the Review queue. If you undo a delivery and deliver again, Deepwell sends the email again. See View Report Snapshots.
If nobody is on the list, Deepwell emails nobody. The list appears only when you set up a Schedule with Automatic delivery, so for a Report that you deliver only by hand, nobody gets an email.
Before you save, know how the list behaves today:
- It opens with nobody ticked, even when a list is already saved for that Report and Organization.
- When you tick people for an Organization and save, they replace the saved list for that Report and Organization.
- When you tick nobody for an Organization, Deepwell keeps the saved list and continues to email those people.
- You can't empty a saved list yourself. To stop the emails for a Report and an Organization, contact Deepwell.
How Deepwell bills for a client
Delivery is what Deepwell bills on, and it bills per client, not per Report. Deepwell decides which clients are active on your renewal date, by looking back over the three billing months that end on that date. A client is active if you delivered at least one Report Snapshot to them in those three billing months. For example, if your plan renews on September 15, any Report Snapshot that you delivered on or after June 15 makes its client active. However many Reports you deliver to an active client, they count once.
A delivery that you undid with Undo delivery doesn't count, so an undone Report Snapshot doesn't make its client active.
A client with an active Schedule on the renewal date is also active, even if you delivered nothing to them in the window. An active Schedule is one with a run still to come:
- A Recurring Schedule that isn't paused counts.
- A Once Schedule that hasn't run yet counts. After it runs, it doesn't.
- A paused Schedule doesn't count.
So pause or delete the Schedules of a client you no longer report for. See How to pause and resume a Schedule.
A client with no delivery in the window and no active Schedule is inactive. There's no limit on how many inactive clients you keep.
Deepwell doesn't show your active client count, and there's no screen for the current billing month or a past one. To count your active clients yourself, review each Organization in two places:
- Go to Reporting → Reports, select Report Snapshots, and open Snapshot history.
- Select the Organization in the Organization filter.
- Set Delivery state to Delivered.
- If a Report Snapshot in the list generated on or after the start of the window, the Organization is active. In the example, that's June 15.
- If not, select Reports, then select Scheduled in the Status filter.
- Expand each Report in the list and find the Organization in the Organization column of its Schedules.
- If a Schedule isn't paused and doesn't read Completed ⟨date⟩ · ⟨zone⟩, it has a run still to come, and the Organization is active.
The list shows when Deepwell generated each Report Snapshot, not when you delivered it. A Report Snapshot that waited in the Review queue can generate before the window starts and still count, because you delivered it inside the window.
Repeat for each Organization, which is a manual count that takes longer as you add clients.
For the terms in this section, see Overview and Key Concepts.
How to keep control of your Reports
Go to Reporting → Reports. The Status filter at the top of the page has four options: All, Scheduled, Unscheduled, and Archived.
- All shows each Report that you built.
- Scheduled shows the Reports that have at least one Schedule, including a paused Schedule or a completed Once Schedule. A Report that you only ran immediately is not in this list.
- Unscheduled shows the Reports with no Schedule.
- Archived shows the Reports that you archived. See How to archive a Report.
The Report Snapshots that wait for delivery are on the same page. Select Report Snapshots, then Review queue. See View Report Snapshots.
The ⋮ menu on each Report row holds Edit, Duplicate, and Archive. See Build a Report and How to archive a Report.
You can deliver or remove the delivery of each Report Snapshot at any time, not only immediately after the run. See View Report Snapshots.
If your list of Reports is long, search by the name of the Report. The search matches Report names only, so to find the Reports for one client, expand the Reports and read the Organization column of their Schedules.
Expand a Report with a Schedule to see each of its Schedules. A Once Schedule reads Once on ⟨date⟩ · ⟨zone⟩ until it runs, then Completed ⟨date⟩ · ⟨zone⟩. A completed Once Schedule doesn't run again, so delete it when you no longer need the record. To add a Schedule, select + Add Schedule.
To delete a Schedule, select Delete schedule, the trash icon next to it. Deepwell asks Delete Report Schedule and tells you that "The Report stops running for that Organization. Deleting a Schedule cannot be undone, and its Report Snapshots are kept." Select Delete Schedule to confirm. Only an MSP Admin can delete a Schedule.
A Report goes to your client through their portal only. Deepwell doesn't send the Report itself by email. It can email a notice with a link to the portal. See Who gets an email when a Report Snapshot is delivered.
How to pause and resume a Schedule
To stop a Schedule without deleting it, pause it. A paused Schedule keeps its Organization, its frequency, and its history, but Deepwell doesn't run it. Only an MSP Admin can pause or resume a Schedule.
Expand the Report and select the pause control next to the Schedule. To start it again, select the resume control. A Recurring Schedule then runs at its next time and doesn't make up the runs it missed. A Once Schedule whose time passed while it was paused runs as soon as you resume it.
To act on every Schedule of a Report at once, use Pause All or Resume All below the list of Schedules.
Pause a Schedule when you want to hold a Report for a client for a period, for example during an onboarding or a billing dispute. Delete a Schedule when you're finished with it.
How to archive a Report
When you finish with a Report, archive it. Deepwell keeps the Report and each of its Report Snapshots, so your record of what you sent a client stays intact.
Go to Reporting → Reports and select Archive in the ⋮ menu on the row of the Report. Deepwell archives it immediately, without a confirmation step, and confirms with Report archived. Only an MSP Admin can archive or restore a Report.
An archived Report is not in the All, Scheduled, or Unscheduled lists, so select Archived in the filter to see it. To put it back in your active lists, select Restore on its row.
Deepwell then asks what to do with the Schedules of the Report:
- A Report with no Schedule shows Restore this Report to Manage Reports. Select Restore Report.
- A Report with one or more Schedules shows Restore this Report and choose whether to resume its schedules. Select Resume all to start each Schedule again, or Don't resume to restore the Report with its Schedules still paused. To start some of them only, select Choose which schedules to resume, select the Schedules that you want, then select Resume selected.
Deepwell confirms with Report unarchived.
Your client no longer sees the Report Snapshots of an archived Report in their portal.
Archiving a Report pauses each of its Schedules, so an archived Report doesn't run. The Archived list doesn't show the Schedules. When you restore the Report, Deepwell asks which Schedules to resume, as described above. To stop a Schedule for good, delete it before you archive the Report. See How to pause and resume a Schedule.
Archiving a Report is a different action from archiving an Alert, which only clears a row from the Alerts list. See Alerts.
Alerts
When a Report Snapshot fails to generate, Deepwell records an Alert, which you find under Reporting → Alerts. Select View Snapshot to open the Report Snapshot, or Archive to clear the Alert from the list.
What to do next
After a Report runs, review its output. See View Report Snapshots.
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