> ## Documentation Index
> Fetch the complete documentation index at: https://docs.velatir.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Reports

> Turn what Velatir sees into a document you can share, on demand or on a schedule.

## What Are Reports?

Reports turn your organisation's AI activity into a document you can share. You build a **template** that sets what the report covers, then generate it when you need it or put it on a **schedule**. Every report produced is kept in **History**.

Open **Reports** in the sidebar. It has three tabs: **Templates**, **Schedule** and **History**.

<Note>
  Reports are available to administrators.
</Note>

## Build a Template

A template holds what a report covers, its scope and its period. Once saved, it can run again without redoing the setup.

<Steps>
  <Step title="Create the template">
    On the **Templates** tab, select **Create new template** and give it a **Name**, such as "Monthly rundown".
  </Step>

  <Step title="Set the scope">
    Under **Scope**, leave it empty to cover the whole organisation, or pick one or more workspaces. Picked workspaces are covered exactly, so pick a sub-workspace too if it should be included.
  </Step>

  <Step title="Set the period">
    Under **Period**, choose **Last 7 days**, **Last 30 days**, **Last 90 days** or **Last year**, or choose **Fixed dates** and set **From** and **To (included)**. Both days are included.
  </Step>

  <Step title="Choose the content">
    Under **Content**, turn on the sections you want. **General** turns on all of its sections at once, or you can pick them one by one.
  </Step>

  <Step title="Save">
    Select **Save template**. You can now generate it or schedule it.
  </Step>
</Steps>

If the period reaches further back than your organisation's data retention period, the template shows a warning. The report then covers only the data that is still kept. Data past the retention period is already deleted, so a longer **Data retention period** in **Settings → General** covers longer periods from then on. See [Data privacy](/security/data-privacy).

To start a new template from an existing one, use **Duplicate** from the template's menu on the **Templates** tab.

### Sections

| Group | Sections |
| - | - |
| **General** | Activity, Risk, Subscription, Use cases, Adoption, Deployment, All services, Applications |
| On their own | Workspaces, AI Literacy |

<AccordionGroup>
  <Accordion title="Use cases" icon="list-checks">
    Shows what AI was used for during the period, split into use that matches the use cases you declared for your services and use that does not. Each side lists its use cases with their share of all use. When some use falls outside, the report recommends where to look. In a report scoped to workspaces, the split follows the use cases declared for those workspaces, including what they inherit. See [Use cases](/insights/use-cases).

    A period with no classified activity leaves the section out.
  </Accordion>
</AccordionGroup>

## Generate a Report

Open a saved template and select **Generate report**. The report opens when it is ready.

Larger reports can take longer. You are then taken to **History**, where the report appears, highlighted, as soon as it is ready.

## Schedule a Report

Open a saved template and select **Schedule report**, or select **Create new schedule** on the **Schedule** tab. A schedule needs at least one saved template.

<Steps>
  <Step title="Details">
    Give the schedule a **Schedule name** and choose the **Template** it runs.
  </Step>

  <Step title="Schedule">
    Choose a **Frequency** of **Daily**, **Weekly** or **Monthly**. For weekly and monthly schedules, choose the day under **Send on**. Months without the chosen day send on their last day. Set the **Time** and the **Time zone**. You can search time zones by name, city or abbreviation.
  </Step>

  <Step title="Recipients">
    You are added as a recipient by default, and you can remove yourself. Under **Add**, select **Email** to add an email address, or **Channel** to add a Slack or Microsoft Teams channel. Channels must first be connected under **Settings → Channels**. See [Escalations](/traces/escalations) for how to connect them.
  </Step>

  <Step title="Save">
    Select **Save schedule**.
  </Step>
</Steps>

Recipients read reports without a Velatir account. Email recipients receive the report as a PDF. Slack and Teams channels receive a download link that works for seven days.

The **Schedule** tab lists each schedule with its template, cadence, recipients and when it last ran. To stop sending for a while, use **Pause schedule** from the schedule's menu, and **Resume schedule** to start again.

## History

Every report lands on the **History** tab, whether it was generated on demand or sent on a schedule. Each row shows the report's scope, its type (**Schedule** or **On-Demand**), its status and its file size. From a row you can view the report, go to its template, or download it.

If a report could not be produced, History shows the reason on the row.

A report is fixed once it has been produced. When its template changes or is removed, past reports stay as they were.

<AccordionGroup>
  <Accordion title="How long reports are kept" icon="clock">
    Reports in History follow your organisation's **Data retention period**. With a bounded period, such as 12 months, each report can be opened and downloaded again for that long after it ran. With **Always**, reports are kept permanently. The History tab shows which applies to your organisation.
  </Accordion>
</AccordionGroup>

## Reading a Report

A report opens with a summary and a list of recommended actions, each linking to the section it comes from. Each section follows with a chart suited to its figures.

From the report view, select **Download PDF** to save a copy, or **View template** to change what the next report covers.

***

<CardGroup cols={2}>
  <Card title="Insights" icon="chart-line" href="/insights/overview">
    Explore the same activity interactively in the dashboard.
  </Card>

  <Card title="Data privacy" icon="shield" href="/security/data-privacy">
    Set the data retention period that reports follow.
  </Card>
</CardGroup>


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