Report Agent FAQ
Answers to the questions that come up while running and administering the Report Agent.
Getting started
How do I ask for a report?
Open Ask AI and describe what you want in plain English — “headcount by department”, “open tickets by status this quarter”. Start the message with @reporting to send it straight to this agent. No query language or column names are needed.
What can I build a report on?
Around fifty areas of Workforce data. They cover:
- People — employees, departments, separations, promotions, onboarding.
- Time — attendance, timesheets, shifts, leave and leave balances.
- Talent — performance, OKRs, competencies, succession, feedback, recruiting.
- Pay — compensation changes, merit cycles and merit calculations.
- Operations — Service Desk tickets, forms, tasks, inspections, safety, surveys, recognition, assets, training and credentials.
Can I change a report after it’s generated without starting over?
Yes. Say what to change — “filter to active only”, “group by location instead” — and it rebuilds from the report on screen. There has to be a report in the current conversation first, otherwise it asks you to generate one.
How do I keep a report the agent just made?
Click Save underneath the preview. The same row also offers Open Full Report and Refine. There is no save command in chat, so asking the agent to save it does nothing — use the button.
How do I delete a saved report?
From the Reports page inside the Report Agent app. The agent cannot delete reports and will direct you there.
Exports and scheduling
Which formats can I export to?
CSV, Excel, PDF and JSON. An administrator can switch each of the four off for the whole organization under Export Options. When a format is switched off, the agent tells you that format is not enabled for your organization. The JSON switch covers file downloads only; a webhook schedule’s JSON payload keeps flowing.
“The download link the agent gave me stopped working” — why?
Export links are deliberately short-lived. The generated file is held for one hour and then discarded. Ask for the export again to get a fresh link.
Why am I being asked to verify my identity before an export?
Your administrator has switched on Require identity re-verification for exports. It applies both to downloading a report and to picking up a scheduled report’s latest file. It is off unless someone turns it on.
Can a report run and be delivered on a schedule?
Yes. Save the report first, then add a schedule: daily, weekly, monthly or quarterly. Each run can be emailed, sent to a webhook, or just stored in the app for download, in CSV, Excel, PDF or JSON. Schedules are set up in the app, not through chat.
Limits
How many rows do I actually get?
It depends on where the report runs. In Ask AI it reads up to 200 rows. Running a saved report reads up to 1,000, a scheduled delivery up to 5,000, and a full export up to 10,000.
Why does the chat show only a handful of rows when the count is much higher?
The chat shows a preview, not the whole table. An administrator sets how many rows appear, under Preview Rows on the Report Agent Settings page. The choices are 5, 10, 15, 20 and 50, and it is 50 out of the box. Use Open Full Report or export to see the rest.
Is there a cap on how many reports I can save?
Yes, 50 per person out of the box. An administrator can set anything from 5 to 500 under Max Saved Reports per User, or leave it blank for unlimited. Once you hit the cap you are asked to delete an existing report first.
Permissions and access
“Why doesn’t the Report Agent show up for me at all?”
It is limited to managers, administrators and app admins. Someone with no direct reports, no admin role and no app-admin grant cannot open the app or reach the agent in Ask AI. There is no employee self-service view, so ask a manager or an administrator to run the report you need.
I’m a manager — why can I only run a few kinds of report?
Most areas of data are organization-wide, so they are held back to administrators and to the app admins of the app that owns the data. Managers get the team-scoped areas — Employee, Timesheet, Timesheet Entry, Safety Incident, Safety Observation, Credential & License, Event Attendance and Training Session Attendance Reports — each covering only their own team or locations. If you have direct reports but not the manager role, you get Employee, Event Attendance and Training Session Attendance. An administrator can also switch any of these off for managers under Managers can report on.
Why is compensation missing from the reports I can run?
Compensation and merit reports read organization-wide pay data, so they are not team-scoped. You need to be a business administrator or an app admin for Compensation Management, and Compensation Management has to be enabled for your organization.
Who else can see a report I save?
Only you, unless you share it. Saved reports start as Private (Only me); you can switch one to Shared (Selected users) or Public (everyone who can open its data source) — public means everyone who can use the app and report on that report’s data area, and each of them sees only the rows their own access reaches. Administrators and app admins for this agent can see every saved report on a data area they can reach, either way.
When something looks wrong
“It says it couldn’t find a report type for what I asked” — what now?
Name what you want counted and how to break it down — “tickets by status this quarter” rather than “how are we doing”. The agent matches your wording to a data area. Nothing matches if that area is switched off for your organization, or is out of reach for your role.
Setup
How do I turn the Report Agent on for my organization?
It requires a licence and the Platform Standard edition, and an administrator enables it per business from Admin → Apps → All Apps. Enabling is not the last step. A newly enabled app stays admin-only until you publish it, with Publish to users on the app’s page.
Which data areas are off unless I turn them on?
Purchase Order Reports, Requisition Reports, Benefit Enrollment Reports, Benefit Plan Reports, Expense Reports, Expense Line Reports and Headcount Plan Reports. Everything else is on once the app is enabled. Each area has its own switch under Data Sources on the app’s Settings page.
How do I stop people sharing reports with each other?
Switch off Enable Report Sharing under Report Sharing & Collaboration on the Settings page. With it off, people see only the reports they own themselves; administrators and app admins for this agent still see every report on a data area they can reach.
More help
- Ask AI — how the assistant works across apps
- Ask AI — type
@reportingto send a question straight to this agent