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Once you've built a tabular report, you can keep it up to date, reuse it, and get it to the people who need it. This article covers editing, cloning, downloading, exporting, importing, and deleting reports. It also covers scheduling a report to be emailed automatically, which needs the Analytics+ add-on.

Edit a report

If your business needs change, you can adjust the columns, filters, and groupings of an existing report.

In the left-hand panel, click the folder containing your report.
Click the report name to open it.
Click Edit in the top right corner.
Use the report builder to make your changes. You can click any step in the list on the left to go straight to it.
Click Save.

Important: You can't change a report's data source after the report is created. To report on a different data source, build a new report.

Learn more about building a tabular report.

Clone a report

Cloning creates a copy of an existing report. Use it to build a variation of a report without starting from scratch or changing the original.

Open the report you want to copy.
Click Clone in the top right corner.
Type clone in the confirmation box.
Click Clone.

The copy is saved as a draft in the same folder as the original, named Clone - [report name]. Drafts don't show any data until you activate them.

To activate the copy:

Open the copy and click Edit.
Make any changes, then click Continue through to the final step and click Save.
In the Confirmation window, type activate.
Click Activate.
1. To keep working on it later, click Set as draft instead.

Download a report

Downloading a report extracts your data as a spreadsheet, so you can share it or analyze it outside of Commusoft.

Open the report you want to download.
Click Download to excel in the top right corner.

The spreadsheet saves to your computer's default download folder.

Note: If your report contains more than 5,000 records, it's processed in the background. You'll receive a notification in your account when the file is ready to download.

Export a report

Exporting a report lets you share its setup with another Commusoft user. It creates a ZIP file that they can import into their own account to recreate your report.

Open the report you want to export.
Click Export in the top right corner.

The ZIP file saves to your computer's default download folder.

Important: The ZIP file is password protected to keep all of the report's files together. Don't rename, extract, or change it, as the report can only be imported from the original ZIP file. The password is generated at random and can't be provided.

Note: Exporting a report doesn't include your business data. It only copies the report's setup, such as the selected columns, filters, and groupings.

Import a shared report

If a colleague has exported a report as a ZIP file, you can import it into your own account. This is the fastest way to standardize reporting across a team without rebuilding the report.

Hover over the folder where you want to save the report.
Click the three dots icon and select Import.
Select the exported ZIP file from your computer and click Open. Upload the ZIP file as it was downloaded, without renaming or extracting it.
The report appears in the folder as a draft. Open it and click Edit.
Review the setup, then click Continue through to the final step and click Save.
In the Confirmation window, type activate and click Activate.

Note: An imported report is a separate copy. Changes made to the original report don't carry over, so export and import it again to share an updated version. To give colleagues access to the original report so they always see its latest version, share it with them in the Share with step of the report builder. Sharing with specific users or roles needs Analytics+.

Delete a report

Delete a report when you no longer need it.

Open the report you want to remove.
Click Delete in the top right corner.
Type delete in the confirmation box.
Click Delete.

Important: Deleting a report permanently removes it from your account. This action can't be undone.

Schedule a report to be emailed

Add-on required: Scheduling needs Analytics+, available on Customer Journey.

Scheduling emails a report to your chosen recipients on a regular basis, so you don't need to run and send it yourself. You set up schedules in the Distribute step of the report builder.

Open the report you want to schedule and click Edit.
Click Distribute (Step 9) in the list on the left.
Under Weekly schedule or Monthly schedule, click Click to add your first schedule.
Choose when the report is sent:
- Weekly schedule: select one or more days, set the Time, and choose how often it Repeats, from every week up to every 12 weeks.
- Monthly schedule: choose a Type of monthly schedule. Select Calendar date to pick dates such as the 1st and 15th, or Day of the month to pick a day such as the first Monday. Then set the Time.
In Who should this report be sent to?, choose the users who should receive it.
To send it to people outside your company, enter their email addresses in Would you like to send this report to anyone outside of your company?
Choose an Email template. To create a new one, click Add new email template.
Click Save.

To add more schedules, click Add another weekly schedule or Add another monthly schedule.

Note: Scheduled reports are sent to individual users, not roles. To control which users or roles can open a report in Commusoft, use the Share with step of the report builder.

What happens next

To see all available Analytics workflows, return to Understanding Analytics.

Common questions

Can I adjust a report's filters without permanently editing it?

You can adjust a report's filters without permanently editing it if you own the report or have Can view and edit access. Change filters such as a date range directly from the report view. These changes only apply to your view and don't affect the report for anyone else.

What happens if I edit a report that's scheduled?

If you edit a report that's already scheduled, the next scheduled email uses your updated setup.

Who can edit or delete a report?

Whether you can edit or delete a report depends on your access to it. If you only have Can view access, the Edit and Delete buttons are hidden. Ask the report owner or your system administrator for Can view and edit access.

What's the difference between sharing a report and scheduling it?

Sharing a report and scheduling it do different jobs. Sharing, in the Share with step, controls which users or roles can open the report in Commusoft. Scheduling, in the Distribute step, emails the report to chosen users and external email addresses on a regular basis.

Will changes to my report update for colleagues who imported it?

Changes to your report don't update for colleagues who imported it. An imported report is a separate copy, so export and import the report again to share your changes. To share the original report so colleagues always see its latest version, use the Share with step of the report builder. Sharing with specific users or roles needs Analytics+.

Can I schedule a report to be emailed daily?

You can't schedule a report to be emailed daily. Weekly schedules can repeat every week up to every 12 weeks, and monthly schedules run on chosen dates or days of the month. To send a report on several days each week, select those days in a weekly schedule.

Managing tabular reports