Report Agent App Overview

Report Agent

1. What it is

Report Agent turns a plain-English question into a custom report over your own Workforce data. Someone asks “headcount by department” or “open tickets by status this quarter” in Ask AI, the agent picks the right area of data, runs the query, and answers with a table and a chart. The report can then be saved, refined, shared, exported, and put on a recurring schedule. The same data is reachable without the assistant: the app ships a visual report builder at Apps → Report Agent → Reports, where you pick a data domain, choose columns, filters, grouping and a chart type, and preview the result before saving.

• Enablement: Report Agent requires a licence and the Standard platform tier. It is disabled by default; an admin opts in per tenant from the Apps Marketplace. There is no free tier and no automatic enablement on deploy.
• Who it is for: managers and above. An employee with no direct reports and no admin role cannot open the app or reach the agent in Ask AI — there is no self-service reporting view.
• What it is not: Report Agent generates reports and charts, not dashboards. It has no dashboard-building tool. It is also not a replacement for an app’s own analytics page — it is the cross-domain reporting surface used when no specialised analytics screen already owns the metric.

2. Standing it up

1. Go to Apps Marketplace and enable Report Agent. The tenant must be on the Standard platform tier or above; below that, every surface of the app — desktop, mobile and the Ask AI agent — refuses access.
2. Enabling is not the last step. A newly enabled app stays admin-only until you publish it to users from the app’s page in the marketplace.
3. Go to Apps → Report Agent → Settings. Confirm the Report Agent switch at the top is on — it turns on both the Ask AI agent and the AI Suggest describe-to-fill bar inside the report builder. Both also need the Ask AI app enabled and visible to the user; where it is not, those AI features stay off whatever this switch says.
4. Scroll to Reporting Tools and review the 44 data domains. Thirty-eight are on as soon as the app is enabled; six are off until you turn them on (see §3). Turning a domain off hides it from the builder, from the agent’s routing, and from every saved report that uses it.
5. Decide the sharing and export posture: whether people may save reports at all, whether they may share them with each other, how many saved reports one person may keep, which export formats are allowed, and whether an export needs identity re-verification.
6. Confirm it worked: open Apps → Report Agent as a manager. They should see the Dashboard, Reports and Scheduled Reports tabs; an admin or an app admin for this app additionally sees Usage Analytics and Settings under an Administration heading in the sidebar.

Silent-until-paired: the Automation Hub’s emergency stop is stored on the same configuration record this settings page writes, but it is pulled from Admin → AI Operations → Automation Hub. While it is engaged, scheduled reports are not generated or delivered even though every switch on the Settings page still reads “on” and every schedule still reads Enabled. Settings shows a read-only banner when the stop is engaged; it is released in the Hub, not here. Saved reports and Ask AI are unaffected.

3. How it fits together

Data domains

A data domain is one area of Workforce data the agent can report on — employees, attendance, shifts, leave balances, performance reviews, service-desk tickets, assets, OKR key results, and so on. There are 44 of them. Each has its own switch on the Settings page, its own keywords that a question is matched against, and its own canonical date field so “this quarter” means something honest for that domain (hire date for employees, ticket submission date for the service desk, effective date for compensation).

Thirty-eight are on the moment the app is enabled. Six are admin opt-in and stay off until someone turns them on: Purchase Order Reports, Requisition Reports, Benefit Enrollment Reports, Benefit Plan Reports, Expense Reports and Expense Line Reports.

Two gates sit above the switch, and both can hide a domain the Settings page shows as on. A domain reads another app’s data, so it is only available when that app is enabled for the tenant — compensation and merit are unreachable on a tenant that has not licensed Compensation Management. And domains carry their own role checks on top of the app’s: the most sensitive ones (compensation, merit calculations, forms, tasks, inspections) require an admin or an app admin for the owning app.

Who can see what

Access has two levels:

• Organization-wide — a business administrator, or someone holding an app-admin grant for Report Agent. They reach every enabled, authorized domain, can build cross-entity (composite) reports that join more than one domain, see every saved report whatever its visibility, and are the only people who may schedule delivery to an external email address.
• Manager — someone holding the manager role, or with direct reports by the reporting line. They reach exactly one domain, Employee Reports, bounded to their own direct reports. Every other domain is organization-wide data, so it is held back until that domain grows a team-level scope of its own.

Everyone below that has no access to the app at all.

Saved reports, visibility and sharing

A saved report stores the query definition, not a snapshot — running it re-reads live data. Each has a visibility of one of three values:

• Private (Only me) — the default for a newly saved report.
• Shared (Selected users) — visible to the specific people it was shared with.
• Public (All managers) — visible to everyone who can use the app.

Administrators and app admins for Report Agent see every saved report whatever its visibility. The Enable Report Sharing setting governs user-to-user sharing only; with it off, ordinary users see only the reports they own. A report cannot be shared with someone who could not open the app.

Reports can be marked as favourites, duplicated, and used as starter templates — a starter library is seeded for the business the first time someone opens the builder. A report renders as a bar, line, pie, doughnut, area or scatter chart or stays a plain table; the chart type is stored on the definition, so the visual travels with the report into the builder, the Ask AI answer and a PDF export.

Row budgets

The number of rows a report reads depends on where it runs, and these caps cannot be raised ad hoc:

Where it runs	Rows read
Ask AI / builder live preview	200
Running a saved report	1,000
A scheduled delivery	5,000
A full export	10,000

Separately, the Preview Rows setting caps how many rows are displayed in the Ask AI answer and in the builder’s live preview — it does not cap a saved report’s own results page.

Scheduled reports

A saved report can be put on a schedule that runs daily, weekly, monthly or quarterly at a chosen time in a chosen timezone. Delivery is one of three methods:

• Email — the file is attached and sent to the recipient list.
• Webhook — the run is POSTed to an HTTPS URL you supply.
• Download only — the run is generated and stored in the app for later download.

The output format is CSV, Excel, PDF or JSON, and a format an admin has switched off cannot be chosen for a schedule either.

Recipients are governed, not freeform. An internal recipient must themselves be able to use Report Agent — a schedule cannot mail report data to someone who is not a manager or admin. An address matching nobody in the tenant sends data off the platform entirely, so only an administrator (business admin or Report Agent app admin) may schedule external delivery; a manager’s schedule is refused with the offending addresses quoted back. Sub-addressed aliases resolve to the mailbox owner, so dana+weekly@acme.test is treated as dana@acme.test and faces the same rule.

A sweep runs every 15 minutes and fires any schedule that has come due. If a schedule fails five times in a row it is switched off automatically and its owner is notified.

SFTP delivery is not supported. The option survives only as a carry-forward on legacy rows that already store it, so that editing an unrelated field on such a schedule does not silently flip it to Email; an SFTP run raises rather than delivering. Move those schedules to Email, Webhook or Download.

The Ask AI agent

In Ask AI the agent exposes six tools, all of them read-only: generate a report, refine the report currently on screen, export it, list report templates, get one template’s details, and list your recent reports. The agent cannot delete a saved report, and it has no save command — saving is the button under the preview. Refining works on the report in the current conversation, and that context expires after 30 minutes. Exports the agent hands back are held for one hour and then discarded, so a link that has gone quiet just needs asking for again.

Mobile

/m/reporting-agent is a read-and-run surface only. On a phone you can browse your reports, open one, run it and favourite it, and browse scheduled reports, open one, enable or disable it and run it now. There is no create, edit, delete or share on mobile — authoring is a deliberate handoff to the desktop app, and desktop and tablet visitors to the /m/ path are sent back to the full app automatically.

Saved reports and scheduled reports have no api/v1 surface. Everything happens through the app, through Ask AI, or through scheduled delivery.

4. Running it

Asking for a report in Ask AI

1. Open Ask AI and describe what you want — “headcount by department”, “overtime hours by location last month”. Starting the message with @reporting sends it straight to this agent.
2. The agent matches the question to a data domain, runs it, and answers with a preview table and a chart.
3. Say what to change — “filter to active only”, “group by location instead” — and it rebuilds from the report on screen.
4. Click Save under the preview to keep it. The same row offers Open Full Report and Refine.

Building a report by hand

1. Go to Apps → Report Agent → Reports → New Report, or start from a template in the picker.
2. Pick a data domain, then choose columns, filters, grouping and a chart type. The preview updates as you go.
3. Optionally use AI Suggest — describe the report in a sentence and the builder fills the fields in. It never submits the form for you, and it is only available while the Report Agent switch is on.
4. Save. The report lands in Reports, private to you until you share it.

Exporting

Open a report and choose a format. CSV, Excel and PDF can each be switched off for the whole organization; JSON is always available. If Require identity re-verification for exports is on, you re-enter your account password (or your personal PIN, if set) before the download starts — and the same step applies to picking up a scheduled report’s latest file.

Scheduling a report

1. Save the report first — a schedule always runs a saved report.
2. Go to Scheduled Reports → New, pick the report, the cadence, the time and timezone, the delivery method and the format.
3. For email delivery, add recipients using the typeahead; it offers only addresses the save will accept.
4. Use Run now to prove the delivery path rather than waiting for the first occurrence, and the next run preview to confirm the cadence.

Watching adoption and loading demo data

Apps → Report Agent → Usage Analytics (admins and app admins only) shows total and conversational turns, distinct users, saved-report count, success rate against the sample size behind it, the most-used tools and when each was last used, the questions people actually ask, daily usage, and report-run outcomes by status — the one place a failed, timed-out or rejected run is countable.

The Settings page also carries Load Sample Data and Remove Sample Data, which run the same generator the platform’s own sample-data admin page uses, so the two surfaces cannot seed different data.

5. Settings

All settings are at Apps → Report Agent → Settings, open to business administrators and to app admins for Report Agent and nobody else.

Report Agent

Setting	Default	What it changes
Report Agent	On	Turns on the Ask AI agent and the AI Suggest bar in the report builder. Both also require the Ask AI app to be enabled and visible to the user.

Report Sharing & Collaboration

Setting	Default	What it changes
Enable Saved Reports	On	Lets users save reports. With it off, the builder’s New Report door and the new-schedule form are both closed.
Enable Report Sharing	On	Lets users share reports with each other. With it off, users see only reports they own; admins and app admins still see everything.
Max Saved Reports per User	50	Blank or 0 means unlimited. Any other value must be between 5 and 500 — one outside that range is adjusted on save and the adjustment is reported back to you.

Export Options

Setting	Default	What it changes
CSV / Excel / PDF	On	Three switches, one per format. Each allows that format for both manual export and scheduled delivery.
Require identity re-verification for exports	Off	Users must re-enter their account password (or personal PIN, if set) before downloading a report export or a scheduled report’s latest file. Recommended when compensation, merit or succession domains are enabled — the page names which of those are currently on.

JSON export is always available and has no switch.

Performance & Limits

Setting	Default	What it changes
Preview Rows	50	How many rows appear in the Ask AI answer preview and in the report builder’s live preview. Choices are 5, 10, 15, 20 and 50. It does not cap the results table on a saved report’s own page.

Reporting Tools (Data Domains)

Forty-four switches, one per data domain, with a filter box and an “N of 44 enabled” readout. Disabling a domain hides it from the builder, from the agent’s routing and from suggestions. Thirty-eight default to on; the six that default to off are Purchase Order, Requisition, Benefit Enrollment, Benefit Plan, Expense and Expense Line Reports.

Set elsewhere

The emergency stop for reporting automation is not on this page — it lives in Admin → AI Operations → Automation Hub, and while it is engaged no scheduled report is generated or delivered. This page shows it as a read-only banner and points at the Hub; it is deliberately not a second place the stop can be released from.

6. More help

• Report Agent FAQ — specific setup and operating questions, limits, and troubleshooting.
• Ask AI — how the assistant works across apps. Type @reporting to send a question straight to this agent.