---
title: Report Actions
slug: report-actions
createdAt: 2025-03-14T17:30:23.937Z
---

You’ll find **quick action icons** beside each report—shortcuts that let you generate, view, edit, or download with just a click. The actions are mostly consistent across reports, though some options and **parameters** may vary by report type. Here’s a quick overview of what each action does.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/o8tNX_hmpJol5lcmp5lTz_image.png)

## Generating Reports

To generate a report, click the **Generate** icon for the report you want to run. 

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A modal will appear where you can select the appropriate parameters specific to that report. 

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/rnsp3xW29UZ56P9Y7JBXK_screen-shot-2025-03-12-at-30522-pm.png)

Once you've chosen your parameters (such as As of Date, Expires, Student Stati, etc.), press **Generate Report** to start the process. Once completed, a small popup notification will confirm that the job is being processed.

## Viewing and Downloading Reports

Once the report is generated, click the **Preview Report** icon to open the report in PDF format within your browser. 

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![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/2-m3LgPqlWeek-dWgRY2N_screen-shot-2025-03-12-at-30905-pm.png)

To download the report, click the **Download PDF** or **Download CSV** icons, depending on your preferred file format. 

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You can also click the **View Log** button to download a .txt report log, which may be useful for troubleshooting if there is an issue with the report.

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## Editing Reports

Clicking the **Edit Report** icon opens a modal where you can define the Read, Update, and Location Access settings for the report. 

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![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/bhzWSDM4oknT7VVdDil3N_screen-shot-2025-03-12-at-33742-pm.png)

You can also set a default value for the report's parameters. This default will automatically populate when generating the report.

## Scheduling Reports

Clicking the **Schedule Report** icon allows you to automate report generation by selecting a schedule frequency.

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![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/EN_GqgZYiSNBqOzNsvfba_screen-shot-2025-03-12-at-34337-pm.png)

You can choose to generate reports **daily, weekly, or monthly**. If you select weekly or monthly, additional options will appear to specify the exact day of the week or day of the month for the report to run.

When scheduling a report, an **Email Results** checkbox appears, allowing you to send the report via email. If enabled, additional fields will appear:

- **Email To User** – Select a user from the dropdown menu to receive the report.
- **Email Copy To User** – Choose an additional user from the dropdown to receive a copy.
- **CC Copy To** – Enter an email address in the text box to send a carbon copy (CC) to an external recipient.

After configuring the schedule and email settings, click **Update Schedule** to finalize. The report will then be generated automatically based on the selected frequency, with email recipients receiving the results if enabled.

## Creating Report Groups

The **Create Group** icon, only available in certain reports, allows you to generate a [Group](docId\:LIRBic71ABGfbP_UHORHZ) that contains the students from the report.

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Clicking the **Create Group** icon opens a modal where you can enter the group name, provide a description, and set **Read**, **Update**, and **Location Access** permissions. 

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/jxxuH_gkifoGkNj-zTfeO_screen-shot-2025-03-12-at-31639-pm.png)

Once you've entered the details, click **Create Group** to finalize. The group will then be available in [Home / Groups](docId\:LIRBic71ABGfbP_UHORHZ), where you can access and use it to easily send bulk communications.

:::hint{type="warning"}
In **Custom Reports**, this icon is used for **Edit Report Access **instead of creating a group. See **Custom Report Additional Options** below for details.
:::

## Custom Report Additional Options

Custom reports include a few extra quick actions that let you export or manage access more precisely.

### Download TXT

Click the blank page icon to download a **.TXT version** of your report data. 

::Image[]{src="https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/29wxuBpWFjOFDUUOvg3Fs_image.png" size="50" width="896" height="144" position="center" showCaption="false"}

This option provides a plain text format that’s useful for simple data viewing or importing into other tools.

### Edit Report Access

Select the group icon to **manage who can view or edit the report**.

::Image[]{src="https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/nHwyIqYV5EXMkaZiqrYUi_image.png" size="50" width="896" height="144" position="center" showCaption="false"}

In the **Report Access** window, you can:

- Assign **Read Only** or **Read / Update** access by role 
- Control **Location Access** to limit visibility by campus or department 
- Click **Update Access** to save your changes

## Report History

Reports keep a history of previous runs. Each time you generate a report manually or it runs on schedule, the results are saved and can be viewed later.

You can expand the **\[+]** icon next to a report to see all past versions, including the run date and parameters. This is especially useful for recurring reports, such as monthly Accounts Receivable, where you may need to reference past reports without losing access to the most recent version.

![](https://api.archbee.com/api/optimize/dAaYdF15xm67t_NLKoQQv/_nUYkWRZDkplRYBZdIkOk_image.png)

From the history list, you can also use the quick action icons next to each report run:

- **Preview Report** – Opens the report in a pop-up window where you can view the results.
- **Download PDF** – Exports the report in PDF format.
- **Download CSV** – Exports the report in CSV format for use in spreadsheets.

This feature ensures your reporting stays organized and accessible over time.