reports - reports - manage saved reports

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Overview

When a user saves a Report, it can be reused as a template to generate other reports as needed. The list of saved reports is displayed in the REPORTS tab.

The following actions are available for saved Reports:

  • Copy as New: Allow users to create a new Report and use the current setup as the starting point for creating a new Report.

  • Edit Report: Allows users to edit the Report.

  • Share Report: Allows users to share the Report with other Neostella users.

  • Run Report: Allows users to generate the Report with the corresponding data. 

  • Schedule Report: Allows users to schedule the Report execution. 

  • Delete Report Template: Allows users to delete the Report template.

How to Access the REPORTS tab

This section explains how a user can access the REPORTS tab. 

  1. After accessing Neostella, click the grid icon, select the Cases workspace. 
  2. Navigate to Reports.
  3. Then select the REPORTS tab where all saved reports are listed.

6 STEPS

1. After accessing Neostella, click the grid icon.

2. And select the Cases workspace.

3. Navigate to Reports.

4. Then select the REPORTS tab where all saved reports are listed.

5. The table with saved reports is displayed.

6. That's it. You're done.

https://www.iorad.com/player/2672851/Cases---Reports---How-to-Access-the-REPORTS-tab?iframeHash=watchsteps-1&lang=en



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How to Copy a Report Setup as New

This section explains how a user can create a new report by copying the filters and columns from an existing report template in the REPORTS dashboard. This allows them to modify the setup without altering the original report.

To copy a report, follow these steps:

  1. In the REPORTS dashboard locate the Report template that will be used to copy the setup of filters and columns.
  2. Click on the ellipsis icon next to the report.
  3. Select the Copy as New option. 
  4. The Explore page is displayed, showing the filters and columns from the original report, which the user can modify to create a new report.

6 STEPS

1. In the REPORTS dashboard locate the Report template that will be used to copy the setup of filters and columns and click on the ellipsis icon next to the report.

2. Select the Copy as New option.

3. The Explore page is displayed, displaying the filters and columns from the original report, which the user can modify to create a new report.

4. Now click Select Fields.

5. The columns from the original report are displayed.

6. That's it. You're done.

https://www.iorad.com/player/2672704/Cases---Reports---How-to-Copy-a-Report-Setup-as-New?iframeHash=watchsteps-1&lang=en



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How to Edit a Report

This section explains how a user can update an existing report in the REPORTS dashboard by editing its filters and columns, the report name, and favorite status. This also saves the changes to update the report template.

To edit a Report, follow these steps:

  1. In the REPORTS dashboard, locate the Report template that will be updated.
  2. Click on the Ellipsis icon next to the Report.
  3. Select the Edit Report option. The page where the Report can be edited is displayed.
  4. Modify the filters and columns as needed.
  5. Then click SAVE. The Updating Report… message is displayed. When the report is saved, the Report template updated successfully message is displayed.

16 STEPS

1. In the REPORTS dashboard locate the Report template that will be updated

2. And click on the ellipsis icon next to the report.

3. Then, select the Edit Report option.

4. Select the Edit Report option. The page where the report can be edited is displayed.
Modify the filters and columns as needed.

5. Modify the filters and columns as needed.

6. Click on the filter to modify it.

7. Modify the filter as needed.

8. Change the Operator.

9. Change the value.

10. Now click the SELECT FIELDS button to modify the report's columns.

11. Click on the checkbox to add the field as a new column.

12. Click the X icon in a column to remove that column from the report.

13. And then click SAVE to update the Report template.

14. Click here

15. When the report is saved, the Report template updated successfully message is displayed.

16. That's it. You're done.

https://www.iorad.com/player/2672667/Cases---Reports---How-to-Edit-a-Report?iframeHash=watchsteps-1&lang=en



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How to Share a Report

This section explains how to share a Report in the REPORTS dashboard with other Neostella users. This allows multiple users to access and manage the Report according to its granted permissions.

This feature is only available to users with permission to share reports.

To share a Report, follow these steps:

  1. In the REPORTS dashboard, locate the Report template that will be shared.
  2. Click on the ellipsis icon next to the report.
  3. Select the Share Report option. A modal window is displayed where the report can be shared with Neostella users.
  4. Click the Add people dropdown to search for Neostella users.
  5. Enter at least two characters to filter user names. Matching users are displayed.
  6. Click on a user name to add them. Repeat to add more users.
  7. Click Share Report. The Report shared successfully with N user(s) message is displayed.

The users’ permissions for managing the report are from their assigned permissions.

12 STEPS

1. In the REPORTS dashboard locate the Report template that will be shared.

2. Click on the ellipsis icon next to the report.

3. Select the Share Report option. The modal window where the report can be shared with Neostella users is displayed.

4. Click the Add people dropdown to search for Neostella users.

5. Enter at least two characters to filter user names. Matching users are displayed.

6. Click on a user name to add them. Repeat to add more users.

7. Repeat previous steps to add more users.

8. Enter at least two characters to filter user names. Matching users are displayed.

9. Click 0

10. Click Share Report.

11. The message Report shared successfully with N user(s) is displayed.

12. That's it. You're done.

https://www.iorad.com/player/2672709/Cases---Reports---How-to-Share-a-Report?iframeHash=watchsteps-1&lang=en



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How to Run a Report  from a Template


This section explains how to run a report template in the REPORTS dashboard.

To run a report, follow these steps:

  1. In the REPORTS dashboard, locate the Report that will be executed.
  2. Click on the ellipsis icon next to the Report.
  3. Select the Run Report option. The Generating Report… message is displayed.
  4. Once the Report is processed, one of the following messages will appear, depending on the results:
  • The Report generated successfully. 
  • The Report generated successfully, but no rows were returned.
  1. Once the Report generation is processed a modal window is displayed:

When the Report has some data: The Your report is ready! modal window displays options to download the Report in CSV or Excel, view the Executions List, or SELECT CSV/XLSX.



 

When the Report has no data: The modal window displays: No Data Available. 

Your Report was generated successfully, but no rows were returned.

This could mean that no data matches your current Filters. Please try adjusting your Filter criteria and generate the Report again. 

 

7 STEPS

1. In the REPORTS dashboard locate the Report template that will be run.

2. And then click on the ellipsis icon next to the report.

3. Now, select the Run Report option.

4. The Generating Report… message is displayed.

5. Once the Report is processed, one of the following messages will appear, depending on the results:
Report generated successfully.
Report generated successfully, but no rows were returned.

6. Once the Report generation is processed, a modal window is displayed:
When the Report has data, the modal window displays options to download the Report in CSV or Excel, view the Executions List, or SELECT CSV/XLSX.

7. That's it. You're done.

https://www.iorad.com/player/2672735/Cases---Reports---How-to-Run-a-Report--from-a-Template?iframeHash=watchsteps-1&lang=en



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How To  Download the Report in CSV Format

  1. Once the Your report is ready! modal window is displayed after running a report, select the CSV option to download the Report in CSV format.
  2. Click the SELECT CSV button to download the report. The file is downloaded to your device. Once downloaded the user can manage it locally on their device.

4 STEPS

1. Once Your report is ready! modal window is displayed after running a report, ensure the CSV option is selected to download the Report in CSV format.

2. Then, click the SELECT CSV button to download the report.

3. The file is downloaded to your device. Once downloaded the user can manage it locally on their device.

4. That's it. You're done.

https://www.iorad.com/player/2672857/Cases---Reports---How-to-Download-a-Report-in-CSV-Format?iframeHash=watchsteps-1&lang=en



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How To  Download the Report in Excel Format

  1. Once Your report is ready! modal window is displayed after running a report, select the Excel option to download the Report in Excel format.
  2. Click the SELECT XLSX button to download the report. The file is downloaded to your device. Once downloaded, the user can manage it locally on their device.

Reports with more than 2,000,000 rows can only be downloaded in CSV format.

4 STEPS

1. Once Your report is ready! modal window is displayed after running a report, select the Excel option to download the Report in XSLX format.

2. Then, click the SELECT XLSX button to download the report.

3. The file is downloaded to your device. Once downloaded the user can manage it locally on their device.

4. That's it. You're done.

https://www.iorad.com/player/2672748/Cases---Reports---How-to-Download-a-Report-in-Excel-Format?iframeHash=watchsteps-1&lang=en



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How to Display the Executed Report

  1. Once Your report is ready! modal window is displayed after running a report, click the Executions list button to open the EXECUTIONS tab where the generated report is listed.

Reports with more than 2,000,000 rows can only be downloaded in CSV format.

3 STEPS

1. Once the Your report is ready! modal window is displayed, click the Executions list button to open the EXECUTIONS tab where the generated report is listed.

2. The generated report is listed in the Executions table.

3. That's it. You're done.

https://www.iorad.com/player/2672866/Cases---Reports---How-to-Display-the-Executed-Report?iframeHash=watchsteps-1&lang=en



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 How to Schedule a Report

This section explains how to schedule a report to run automatically from the REPORTS dashboard.

To schedule a report, follow these steps:

  1. In the REPORTS dashboard, locate the Report template that will be scheduled to run.
  2. Click on the ellipsis icon next to the report.
  3. Select the Schedule Report option. The Schedule a Report modal window is displayed, allowing the user to configure when the report will run.
  4. Enter the Name.  The report name is displayed by default.
  5. In the Scheduled trigger section, select Cron Expression or Date & Time Picker.
  • Cron Expression: Allows users to define a custom schedule using a cron syntax for precise control over report execution.
  • Date & Time Picker: Allows users to select a specific date and time for the report to run.
  1. If it is selected Cron Expression:
  • In the AI Schedule Assistant field describe the schedule to apply and click the icon. The corresponding Cron Expression is inserted.
  • Or alternatively, enter the Cron Expression in the Minutes, Hours, Day (month) and Month, Day (week) fields.

The preview of the next 4 occurrences is displayed.
  1. If it is selected Date & Time Picker, indicate the Schedule Date & Time in mm/dd/yyyy and hh:mm:am/pm format.

The scheduled occurrence is displayed.


 
  1. In the Ending section, select After or Stop On.
  • After: This option ends the schedule after it runs a specific number of times.
  • Stop On: This option ends the schedule on a specific calendar date. 
  1. If it's selected  After, enter an integer number.


 
  1. If it is selected Stop On, indicate the stop Date in mm/dd/yyyy format or select it in the date picker.
  1. Click the SAVE SCHEDULE to complete the setup. The report will run according to the established schedule.

18 STEPS

1. In the REPORTS dashboard locate the Report template that will be scheduled to run.

2. Click on the ellipsis icon next to the report.

3. Then, select the Schedule Report option.

4. The Schedule a Report modal window is displayed, allowing the user to configure when the report will run. Enter the Name. By default the report name is displayed.

5. In the Scheduled trigger section, select Cron Expression or Date & Time Picker.

6. Cron Expression: Allows users to define a custom schedule using a cron syntax for precise control over report execution.
In the AI Schedule Assistant field describe the schedule to apply.

7. And click the icon.

8. The corresponding Cron Expression is inserted.
Or alternatively enter the Cron Expression in the Minutes, Hours, Day (month), Month and Day (week) fields.

9. If it is selected Cron Expression, indicate the Schedule Date & Time.

10. Enter the Schedule Date & Time in mm/dd/yyyy hh:mm:am/pm format.

11. In the Ending section select After or Stop On.

12. In the Ending section select After or Stop On.
 After: This option ends the schedule after it runs a specific number of times
Stop On: This option ends the schedule on a specific calendar date.

13. If it's selected After, enter an integer number.

14. If it is selected Stop On indicate the stop date.

15. Enter the date in mm/dd/yyyy format.

16. Or click the date picker.

17. Click the SAVE SCHEDULE to complete the setup.
The report will run according to the established schedule.

18. That's it. You're done.

https://www.iorad.com/player/2672891/Cases---Reports---How-to-Schedule-a-Report?iframeHash=watchsteps-1&lang=en



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How to Delete a Report Template


This section explains how to delete a Report Template in the REPORTS dashboard.

Deleting a report template is a logical deletion: the report is removed from the dashboard and cannot be run, but it is set up and data remain in the Neostella platform.

To delete a report, follow these steps:

  1. In the REPORTS dashboard, locate the Report template that will be deleted.
  2. Click on the Ellipsis icon next to the report.
  3. Select the Delete Report Template option. The Report template deleted successfully message is displayed and the record is deleted from the Reports table.

5 STEPS

1. In the REPORTS dashboard locate the Report template that will be deleted.

2. Click on the ellipsis icon next to the report.

3. And then select the Delete Report Template option.

4. The Report template deleted successfully message is displayed and the record is deleted from the Reports table.

5. That's it. You're done.

https://www.iorad.com/player/2672945/Cases---Reports---How-to-Delete-a-Report?iframeHash=watchsteps-1&lang=en



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FAQs & Troubleshooting

How do I create a new report?

Navigate to the REPORTS tab in the Cases workspace, Reports menu and click +NEW Report. Select a main Object, add columns, and optionally apply filters. Preview, run, and save the report as needed.

 

Can I reuse a report I created earlier?

Yes, saved reports work as templates as well. The user can run them anytime from the REPORTS tab, or copy them as new to modify the setup.

 

What types of files can I download reports as?

Reports can be downloaded in CSV or Excel (XLSX) formats.

 

How do filters affect my report results?

Filters use AND logic, meaning a record must meet all filter conditions to appear in the report.

 

Can I share a report with other users?

Yes, from the REPORTS tab, use Share Report to select users. Permissions are determined according to their Neostella roles.

 

What happens if a report runs but no rows are returned?

This indicates that no records match the current filter criteria. Adjust filters and run the report again.

 

Can I schedule a report to run automatically?

Yes, use Schedule Report in the REPORTS tab. You can define schedules via Cron expression or Date & Time Picker and specify when it should end.

 

How do I mark a report as a favorite?

Click the star icon when saving the report or in the Reports table. This allows easier filtering and identification in the REPORTS tab.

 

How do I delete a report?

Use the Delete Report Template option in the REPORTS tab. This is a logical deletion: the setup and historical executions remain in the system but the template is removed from the list.

Troubleshooting

Report is not generating or taking too long

  • Check filters; overly broad or complex filters can slow execution.
    If the report takes over 6 seconds, its status is updated to Pending. If over 2 hours, status shows as Failed.

     

The filters are returning no results

  • Ensure that all fields selected in the filters belong to the main Object or valid related Object.

  • Remember that multiple filters use AND logic; all conditions must be true for a record to appear.

     

Unable to find a saved report in REPORTS tab

  • Confirm the report was saved correctly.

  • Clear filters or search again; the report may be filtered out based on object type or favorite status.

     

Download fails or file is empty

  • Ensure the report includes some data in the preview before downloading.

  • Verify your browser/device has permission to save files.

     

A report cannot be shared with another user

  • Verify the user exists in Neostella and has the proper permissions.

  • Check if the report is saved as a template; only saved reports can be shared.

     

A scheduled report does not run:

  • Check the Cron expression or date/time settings for errors.
  • Ensure the report template exists and is not deleted.
  • Confirm that the scheduling end conditions (After X runs or Stop On date) are valid.

 

Columns not displaying correctly in report preview:

  • Ensure at least one column is selected from the main Object or related Objects.
  • Check for deleted fields.