Reports

Generate dynamic Excel and PDF reports from your data with customizable layouts and automated workflows

Overview

Reports are App-level templates that produce Excel or PDF files from Element record data. You generate them from record details or from automations using the Generate Report action. For interactive charts and dashboards in the product, see Analytics instead.

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Prerequisites

App Admin permissions are required to create and configure reports. End users can generate reports once they’re set up.

Before creating reports, ensure you have:

• App Admin access — Required to create and configure report templates in your App
• A data source — Element records and fields (including related data) to include
• Defined outputs — What each report should contain, how it should look, and Excel versus PDF

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Creating Reports

1. Access Reports Configuration

   Navigate to your app’s admin settings to create reports:

   How to Access:

   1. Go to your App → Admin Settings → Reports
   2. Click Create to start building a new report

   Reports are created at the App level and can be used across all Element records within that app.

2. Configure Report Basics

   Set up the fundamental report properties:

   • Report name — A clear name so builders and users can recognize the template
   • Data source — Which Element records and fields to include
   • Report type — Excel (.xlsx) or PDF
   • Layout — Structure and formatting in the report editor
3. Design Report Layout

   Create your report structure using the built-in spreadsheet editor:

   Excel Reports

   Spreadsheet Interface:

   • Use familiar Excel-like interface for report design
   • Configure rows and columns with dynamic data
   • Add formulas and calculations
   • Set up data formatting and styling

   Key Features:

   • Dynamic Data Binding: Connect cells to record fields
   • Conditional Formatting: Apply styling based on data values
   • Formulas: Include calculations and data transformations
   • Multiple Sheets: Create complex reports with multiple tabs

   PDF Reports

   Document Layout:

   • Design printable PDF reports with precise formatting
   • Include headers, footers, and page numbering
   • Add logos, images, and branding elements
   • Control page breaks and layout flow

   Key Features:

   • Rich Formatting: Professional document styling
   • Image Integration: Include charts, logos, and attachments
   • Print Optimization: Designed for professional printing
   • Custom Layouts: Flexible positioning and design options

   Report Editor Features:

   Data Field Integration

   • Field Mapping: Connect report cells to specific record fields
   • Dynamic Content: Automatically populate data from records
   • Field Types: Support for text, numbers, dates, images, and more
   • Relationships: Include data from related records

   Formatting Options

   • Cell Styling: Background colors, borders, fonts, and alignment
   • Zebra Striping: Alternating row colors for better readability
   • Grid Lines: Control visibility of table borders
   • Export Options: PDF orientation (Portrait/Landscape)

   Advanced Features

   • Attachment Gallery: Include image galleries from record attachments
   • Reference Values: Pull data from related records
   • Calculated Fields: Create formulas and computed values
   • Conditional Logic: Show/hide content based on data conditions
4. Configure Export Settings

   Set up how your reports will be generated and exported:

   Excel Export Options:

   • File Format: .xlsx format with full Excel compatibility
   • Sheet Names: Custom names for multiple worksheets
   • Data Formatting: Preserve number formats, dates, and currencies
   • Formula Preservation: Maintain Excel formulas in exported files

   PDF Export Options:

   • Page Orientation: Portrait or Landscape layout
   • Page Size: Standard paper sizes (Letter, A4, etc.)
   • Margins: Control spacing around content
   • Print Settings: Optimize for screen viewing or printing

   Test your export settings with sample data to ensure the output meets your requirements.

5. Save and Test Report

   Complete the report setup and verify it works correctly:

   1. Save Configuration: Save your report template
   2. Test Generation: Generate a sample report with existing data
   3. Review Output: Check formatting, data accuracy, and layout
   4. Make Adjustments: Refine the template as needed
   5. Publish Report: Make it available for use

   Reports can be edited after creation, but changes will affect all future report generations.

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Generating Reports

Manual Report Generation

Users can generate reports directly from record details:

From Record Details:

1. Navigate to Record: Open any record in your object
2. Find Reports Section: Look for available reports in the record interface
3. Select Report: Choose which report template to generate
4. Generate: Click to create the report
5. Download: The report will be generated and automatically attached to the record

Reports can only be generated manually from individual record views or automatically through automations. There is no separate reports dashboard for manual generation.

Report Output:

• When generated manually, reports are automatically attached to the source record
• Files are available for immediate download from the record’s attachments
• Generated reports include timestamp and metadata

Automated Report Generation

Use the Generate Report automation action to build reports inside workflows. Typical triggers include record created or updated, schedules, and milestones in approval or status flows.

The Generate Report action produces a file value for later steps; it does not attach the file to a record by itself. To store the file on a record, add Save Attachment immediately after Generate Report. Parameters and output variables are documented in the action reference.

Automation Setup:

1. Create Automation

   1. Go to Automations in your App
   2. Choose your trigger event (e.g., Record Updated)
   3. Add Generate Report action
   4. Add Save Attachment action (to attach the report to a record)
   5. Configure the report generation and attachment settings
2. Configure Report Action

   Generate Report Action Settings:

   • Report Template: Select which report to generate
   • Target Record: Specify which source record to generate the report from
   • File Name: Set dynamic file names using variables
   • Export Format: Choose Excel or PDF output

   Save Attachment Action Settings:

   • File: Select the generated report from the previous action’s output
   • Target Record: Specify which record to attach the report to
   • File Name: Optionally customize the attachment name
3. Test Automation

   1. Test Trigger: Activate the automation trigger
   2. Verify Generation: Check that reports are created correctly
   3. Review Attachments: Ensure reports are properly attached to records
   4. Validate Data: Confirm all data is accurately included

Automation Examples:

Customer Onboarding Reports

Trigger: New customer record created
Actions:
  1. Generate Report (welcome packet PDF)
  2. Save Attachment (attach report to customer record)
  3. Send Email Notification (send welcome packet to customer)
Result: Professional welcome document attached to customer record and emailed

Monthly Summary Reports

Trigger: Time-based (monthly)
Actions:
  1. Generate Report (summary report for all active projects)
  2. Save Attachment (attach to company record)
  3. Send Message to Teams (notify team with report link)
Result: Excel report with project status attached to company record

Approval Documentation

Trigger: Approval process completed
Actions:
  1. Generate Report (approval summary PDF)
  2. Save Attachment (attach to approval record)
  3. Post Comment (document approval completion)
Result: PDF document with approval details attached to record

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Report Management

Viewing Generated Reports

Access Reports:

• Record Attachments: Reports appear in the record’s attachment section after they are saved
  • Manual generation: Reports are automatically attached to the source record
  • Automated generation: Reports are attached only if the Save Attachment action was included in the automation
• File Downloads: Direct download links for immediate access from record details

If an automation run completed but no file appears on the record, confirm the flow includes Save Attachment after Generate Report (see Automated Report Generation).

Report Metadata:

• Generation Date: When the report was created
• Template Used: Which report template generated the file
• File Size: Size of the generated report file
• Export Format: Excel or PDF format indicator

Editing Report Templates

Changes to report templates affect all future report generations. Existing reports remain unchanged.

Modification Process:

1. Access Template: Go to Reports → Select template → Edit
2. Make Changes: Update layout, formatting, or data sources
3. Test Changes: Generate sample reports to verify updates
4. Save Updates: Apply changes to the template
5. Document Changes: Note what was modified for team reference

Report Performance

Optimization Tips:

Best Practices for Report Performance:

• Limit data scope to necessary records and fields
• Use efficient data queries and filters
• Optimize image sizes in attachment galleries
• Test with realistic data volumes
• Monitor generation times for large reports

Performance Considerations:

• Data Volume: Large datasets may increase generation time
• Image Content: Multiple images can impact file size and speed
• Complex Layouts: Intricate formatting may slow generation
• Concurrent Generation: Multiple simultaneous reports may queue

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Advanced Features

Attachment Galleries

You can add image galleries sourced from record attachments:

• Layout — Grids with a maximum images-per-row setting (for example four per row)
• Image sizing — Automatic scaling to fit the report layout
• Filtering — Include only certain attachment types (for example images only)
• Fallback — Define behavior when an Element record has no matching attachments

Dynamic Data Integration

Reference Values:

• Related Records: Pull data from connected records
• Calculated Fields: Include computed values and formulas
• Conditional Content: Show/hide sections based on data
• Data Formatting: Apply number, date, and text formatting

Broader data use:

• Time ranges — Limit or summarize data for specific periods where the template supports it
• Aggregations — Summary statistics and calculations in the layout
• CloudLink and connected data — Use fields and relationships available to the App data model, including CloudLink-backed sources where your app exposes them

Custom Formatting

Excel Formatting:

• Cell Styles: Colors, fonts, borders, and alignment
• Number Formats: Currency, percentages, dates
• Conditional Formatting: Data-driven styling
• Charts and Graphs: Visual data representations

PDF Formatting:

• Professional Layouts: Headers, footers, page numbers
• Brand Integration: Logos, colors, and styling
• Print Optimization: Margins, page breaks, scaling
• Interactive Elements: Links and navigation

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Troubleshooting

Common Issues

Report Generation Fails

Common Causes:

• Missing or invalid data in source records
• Template references non-existent fields
• Large data volume causing timeouts
• Insufficient permissions for data access

Solutions:

• Verify all referenced fields exist and contain data
• Test with smaller data sets
• Check user permissions for data access
• Review template configuration for errors

Formatting Issues

Common Causes:

• Complex layouts not rendering correctly
• Images not displaying properly
• Text overflow or truncation
• Inconsistent styling across sections

Solutions:

• Simplify complex layouts
• Optimize image sizes and formats
• Adjust cell sizes and text wrapping
• Test formatting with various data lengths

Performance Problems

Common Causes:

• Large number of records being processed
• Multiple high-resolution images
• Complex calculations and formulas
• Concurrent report generation

Solutions:

• Limit data scope and record count
• Optimize image sizes
• Simplify calculations where possible
• Schedule automated reports during off-peak hours

Team enablement

• Document each template’s purpose and intended audience
• Show generators where reports appear (record attachments) and how automations differ from manual runs from record details

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Integration with Workflows

• Automations — Combine Generate Report with Save Attachment, then chain email, Teams, comments, or other actions that accept files. See Automated Report Generation and the Generate Report action reference.
• Approvals and milestones — Attach summary PDFs to Element records when a process completes or status changes
• Distribution — Send generated files by email or Teams using the automation outputs after the report is created

Interactive analytics stay in Analytics; Reports delivers files for download or attachment.