Creating a Report Automation

Key Points

Report Automations allow you to automatically generate and distribute reports.

They help:

Reduce manual reporting effort
Ensure stakeholders receive consistent updates
Improve visibility across teams

Automations can:

Run on a schedule (daily, weekly, monthly)
Send reports via email, SMS, or internal notifications
Export reports as CSV or PDF

When to Use Report Automations

Report automations are best used for:

Weekly incident or compliance reports
Operational summaries
Financial or billing reports
Roster or staffing reports
Audit and governance reporting

They are especially useful when reports need to be sent regularly to the same audience.

Creating a Report Automation

To create a new automation:

1. Navigate to Automations

2. Click the Plus (+) button in the top-right corner

This opens the automation setup screen.

Select:

Report Automation

This ensures the automation is linked to a specific report in FlowLogic.

Naming, Setting Status and Adding Date Range

Enter a clear and descriptive name.

Example:

Weekly Incident Report

A clear name ensures the automation is easily identifiable and manageable.

You can configure:

Valid From / Valid To (optional)
Enabled or Disabled status

For ongoing reports:

✔ Leave date range blank
✔ Set to Enabled

Selecting the Report

Choose the report you want to automate.

Example:

Incident, Accident and Near Miss Report

You can select any report available in your system depending on your needs.

Configuring the Trigger

Select:

Schedule

 

This allows the report to run automatically.

Setting the Schedule

Define how often the report runs.

Example Setup

Frequency: Weekly
Day: Monday
End: Never

This ensures:

The report runs consistently
Stakeholders receive updates at the same time each week

Defining the Action (Do Options)

Choose what happens when the report runs.

Common options include:

Send Email
Send SMS
Internal Notification
Export to Drive

Example

Send Email with report attached

Configuring Recipients

Select who receives the report.

Examples:

Admin group
Management team
Specific staff members

Choosing the correct recipients ensures the report reaches the right audience.

Setting Delivery Format

Choose how the report is sent.

Options include:

CSV (best for analysis in Excel)
PDF (best for presentation and sharing)

Configuring Email Details

Sender

FlowLogic or a specific user

Subject Line

Example:

Weekly Incident Report

Message

Example:

Hi team, please find attached the incident report for last week.

Keep messaging clear and concise.

Report Filtering (Critical)

Before setting up automation:

✔ Ensure the report is pre-filtered correctly

For example:

Last 7 days
Previous week
Specific locations or teams

Important:

The automation will send exactly what the report shows
Incorrect filters will result in incorrect data being sent

Protecting Report Integrity

To avoid issues:

✔ Create a dedicated report for automation
✔ Clearly label it (e.g. Weekly Incident Report – Automation)
✔ Avoid editing the report after automation is set up

This ensures:

Consistent output
Accurate data
No unexpected changes

Saving and Activating

Once complete:

1. Review all settings

2. Click Save

The automation will now appear under the Reports tab and run automatically.

Monitoring and Maintenance

You can:

Check Automation Logs to confirm successful runs
Edit the automation if requirements change
Disable it if no longer needed

Regular monitoring ensures reliability and accuracy.

Best Practice Recommendations

✔ Use clear, consistent naming conventions
✔ Always validate report filters before automation
✔ Send reports only to relevant stakeholders
✔ Use CSV for data analysis, PDF for presentation
✔ Create dedicated reports for automation use
✔ Regularly review automation logs

Summary

Report Automations in FlowLogic allow you to automatically generate and distribute reports on a schedule, ensuring stakeholders always receive up-to-date information without manual effort.

By combining:

Scheduled triggers
Filtered reports
Automated delivery

You can streamline reporting workflows, improve consistency, and maintain accurate communication across your organisation.