Overview
Scheduled AI Reports is a powerful feature that allows you to create automated or manual reports using artificial intelligence. The system can generate reports on a recurring schedule or on-demand, analyze data based on your custom prompts, and notify relevant team members when reports are ready.
Getting Started
Accessing AI Reports
Navigate to Dashboard > AI Reports to view your reports dashboard. Here you'll see:
A list of all existing report configurations
The run mode for each report (Scheduled or Manual)
Last run date and credit usage
An expandable view showing individual report runs
Creating Your First Report
Click the "New Report" button in the reports list to open the report creation drawer.
Creating a New Report
The report creation form consists of several key sections:
1. Basic Information
Report Name (Required)
Give your report a descriptive name
This will be displayed in the reports list and helps identify the report's purpose
Report Description (Optional)
Add additional context about what this report does
Useful for team members who may use or reference the report later
2. Run Mode
Choose how the report will be executed:
Scheduled Mode
Reports run automatically at regular intervals
Configure the frequency using the time interval settings
The system will generate reports based on your schedule
Next scheduled run time is displayed in the report header
Manual Mode
Reports only run when you explicitly trigger them
Use the "Run Manual Report" button to generate a new report
Ideal for ad-hoc analysis or reports that don't need regular updates
3. Schedule Configuration (Scheduled Mode Only)
When using Scheduled mode, configure how often the report runs:
Time Interval
Specify a number (e.g., 1, 2, 7, 14)
Must be at least 1
Time Units
Days
Weeks
Months
Years
Example: Set to "7 Days" to run the report weekly.
4. Date Range Configuration
Define what time period each report should analyze:
Relative Date Range
Reports analyze data from a rolling time window
Specify the number of days to look back from the run time
Example: "30 days" means each report will analyze the previous 30 days of data
Recommended for recurring reports to maintain consistent time windows
Fixed Date Range
Set specific start and end dates
The report will always analyze this exact date range
Useful for historical analysis or one-time reports
Note: The end date cannot be earlier than the start date
5. User Notifications
Users to Notify
Select team members who should be notified when the report is generated
Multiple users can be selected
Use the searchable dropdown to find and select users
6. AI Prompt
Report Prompt (Required)
Provide clear instructions for what the AI should analyze and report on
Be specific about the metrics, insights, or patterns you want to uncover
The AI will use this prompt to guide its analysis of the data
Tips for Writing Effective Prompts:
Be specific about what data to analyze
Mention key metrics or KPIs you want to track
Ask for specific insights or trends
Include the format you'd like (summary, bullet points, detailed analysis, etc.)
Example Prompts:
"Analyze purchase order trends over the date range and identify the top 5 vendors by spend"
"Summarize inventory levels and flag any items below reorder points"
"Review outstanding invoices and provide aging analysis with recommendations"
Report Configuration Options
Viewing Report Settings
When viewing a report, click the "Report Settings" button to see (and optionally edit) the configuration:
Run Mode: Scheduled or Manual
Date Range: The configured time window
Notified Users: Team members receiving notifications
Prompt Text: The AI instructions
Format Prompt: Any formatting instructions
Total Credits Used: Cumulative AI credits consumed by this report
Viewing Reports
Reports List View
The main reports table shows:
Column | Description |
Report Name | The name of the report configuration |
Run Mode | Scheduled or Manual |
Last Date | When the report was last generated |
Credit Usage | Total AI credits used by this report |
Expanding Report Runs
Click the expand icon on any report to see the sub-list of individual report runs:
Each run shows the specific date range analyzed
Credits used for that particular run
View button to see the full report
Report Details Page
When viewing a specific report entry, you'll see:
Header Section:
Back Button: Return to the reports list
Run Manual Report: Generate a new report immediately (if applicable)
Report Settings: Edit the report configuration
Comments: Add or view comments about the report
Next Scheduled Run: Timestamp showing when the next automatic run will occur (for scheduled reports)
Report Content:
Date range analyzed
AI-generated report content (rendered in markdown format)
Token/credit usage for this run
Navigation controls to view other runs of the same report
Additional Features:
Copy Link: Share a direct link to this specific report
Download/Print: Export the report
AI Assistant: Embedded conversation panel for follow-up questions about the report
Managing Reports
Editing an Existing Report
Navigate to the report you want to edit
Click "Report Settings"
Modify any configuration options
Click "Confirm" to save changes
Note: Changes to the configuration will apply to future report runs. Historical reports remain unchanged.
Running Manual Reports
For manual or scheduled reports, you can trigger an immediate run:
Open the report details page
Click "Run Manual Report"
The system will generate a new report entry based on the current configuration
You'll be able to view the new report once processing is complete
Activating/Deactivating Scheduled Reports
Reports can be set to active or inactive status:
Active: Scheduled reports will run automatically
Inactive: Scheduled reports will not run until reactivated
Best Practices
Writing Effective AI Prompts
Be Specific: Clearly state what you want to analyze
❌ "Show me sales data"
✅ "Analyze sales data by product category and identify the top 3 performing categories by revenue"
Include Context: Mention relevant business context
"Focus on trends that might indicate supply chain issues"
"Highlight any anomalies that require immediate attention"
Request Actionable Insights: Ask for recommendations, not just data
"Provide recommendations for inventory optimization based on the analysis"
Specify Format: Tell the AI how to structure the output
"Present findings as an executive summary followed by detailed breakdowns"
"Use bullet points for key insights and include supporting data"
Choosing Run Modes
Use Scheduled Mode When:
You need regular updates on metrics or KPIs
The report supports ongoing monitoring
You want to track trends over time
Multiple team members rely on consistent reporting
Use Manual Mode When:
The report is needed only occasionally
You want full control over when reports are generated
The analysis is event-driven rather than time-based
You're experimenting with different prompts
Date Range Selection
Relative Date Ranges:
Best for ongoing monitoring and trend analysis
Ensures each report covers a consistent time window
Example: "Last 30 days" always provides a current view
Fixed Date Ranges:
Best for historical analysis or comparative studies
Useful for quarter-end or year-end reports
Ensures all stakeholders are looking at the exact same time period
Managing Credits
AI report generation consumes credits based on:
The amount of data analyzed
The complexity of the prompt
The length of the generated report
Tips to Optimize Credit Usage:
Start with focused, specific prompts
Use appropriate date ranges (don't request analysis of more data than needed)
Review generated reports to refine prompts over time
Monitor credit usage in the reports list