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

# Alpha reports: QBRs, saved reports and schedules

> What this does Alpha can build reports for you, such as a QBR (quarterly business review) for a client. Ask for one in the chat and Alpha saves it to…

## What this does

Alpha can build reports for you, such as a QBR (quarterly business review) for a client. Ask for one in the chat and Alpha saves it to **Reports**. From there you can download a PDF, run it again, put it on a schedule, or send it automatically by email, SMS, Teams, Slack or webhook.

## Before you start

* Alpha must be turned on for your company. Any role can use Reports.
* You see reports shared with you. A report is visible to *Everyone using Alpha*, *Admins only*, or *You and admins*.
* Only the person who created a report, or an admin, can archive it, run it again or schedule it.
* An admin must allow Alpha to save reports. Go to **Alpha** > **Permissions** > **MSP Process** > **Support** and set **Reports** to **Ask first** or **Automatic**. It starts as Off. While it is Off, Alpha can't save reports, and scheduled reports pause.
* Scheduled runs only happen while **Run scheduled reports and dashboards** is on (admins: **Alpha** > **Settings** > **Reports**).
* Sending reports automatically uses **Workflows**, which is only on the Pro plan.

## Create a report

1. Click **Ask Alpha** in the top bar.
2. Ask for the report, for example "Make a QBR for Contoso for last quarter".
3. If Reports is set to **Ask first**, Alpha shows a confirmation card. Click **Confirm**.
4. Alpha shows "Saving the report…" and then "Saved the report".
5. Open it from **AI Service Desk** > **Reports**.

## Find a saved report

1. Go to **AI Service Desk** > **Reports**.
2. Make sure the **Reports** tab is selected.
3. Type in **Search reports** to filter the list.
4. Click the report's title to open it.

The **Status** column shows *OK*, *Some data missing*, *Failed*, *Paused* or *Skipped*. The **Schedule** column shows the schedule, or *Not scheduled*.

## Download a PDF

1. Open the report.
2. To see an older version, use the **Version N of M** picker.
3. Click **Download PDF**.

## Run a report again

1. Open the report.
2. Click **Run now**.
3. You'll see *"Running this report. The new version shows here when it's ready."*
4. When it's done you'll see *"The new version is ready."* Click **View the latest version**.

If you run a report too often, you'll see *"Too many runs in the last hour. Try again later."*

## Schedule a report

1. Open the report.
2. Click **Schedule this report**.
3. Choose **Repeats**: Daily, Weekly, Every 2 weeks or Monthly.
4. For weekly reports, choose the **Day**. For monthly reports, choose the **Day of the month** (1st to 28th, or Last day).
5. Set the **Time** and **Time zone**.
6. Turn on **Rewrite the summary each run** if you want a fresh written summary every time.
7. Click **Save schedule**. You'll see *"Schedule saved."* and the next run time.

> If the report covers fixed dates, you'll see *"This report has fixed dates; each run will show the same period."* Ask Alpha for a report over a rolling period, such as "last month", if you want each run to move forward.

### Change, pause or delete a schedule

1. Open the report.
2. Click **Edit schedule** to change it, or **Pause** / **Resume**.
3. To remove it, click **Delete schedule**. The window **Delete this schedule?** explains that the report *"will stop running on its schedule. The versions it already made stay."*

### Why a schedule pauses or skips a run

The open report shows the schedule's state: *Next run*, *Last run* with its result, and the reason if it is paused. In the Reports list, a paused schedule shows a **Paused** chip. Hover it to see the reason.

A schedule **pauses** by itself in these cases. It stays paused until you fix the cause and click **Resume**:

| Reason shown | What to do |
| - | - |
| Paused after 3 failed runs. Check the report and resume. | The last three runs failed in a row. Click **Run now** to check that it works, then click **Resume**. |
| Paused: the Reports permission is set to Off. | Set **Reports** to Ask first or Automatic on the Permissions page, then click **Resume**. |
| Paused: scheduled reports are turned off in Alpha Settings. | Turn on **Run scheduled reports and dashboards** in Alpha Settings, then click **Resume**. |
| Paused: Alpha is turned off for this organization. | Contact MSP Process support. |
| Paused: \[name] can no longer run Alpha reports. | Scheduled reports run as the person who created them. This shows when that person was removed or no longer has a Technician or admin role. Ask Alpha to make the report again as someone who can run it. |
| Paused: this report was archived. | Archived reports don't run. |
| Paused: this schedule's settings couldn't be read. Set the schedule again. | Click **Edit schedule** and save it again. |
| This schedule is paused. | Someone clicked **Pause**. Click **Resume**. |

A run is **Skipped** when the report was changed while that run was going, for example by another run or an edit. You'll see *"Skipped: the report was updated during this run."* The run's result isn't saved, and the next run includes the change. A skipped run doesn't pause the schedule and doesn't count as a failure.

While **Run scheduled reports and dashboards** is off, due runs are passed over quietly and the next run time moves forward. Turn it back on and the schedule continues from the next run time.

## Send a report automatically

1. Open the report and click **Deliveries**.
2. This opens **Workflows** on the **Alpha Report Workflows** tab, filtered to this report (*"Showing workflows for this report"*).
3. Create a workflow. Its source is **Alpha report**.
4. In **Report or dashboard**, pick the report.
5. Turn on the channels you want: email, SMS, webhook, Slack or Teams.
6. Under **What each channel sends**, choose **Link only** or **Link and summary**.
7. Turn on **Only scheduled runs** if you don't want manual runs sent.
8. Save the workflow.

If none exist yet, you'll see *"No workflows deliver this report yet"*. Click **Show all** to see workflows for every report.

## Archive a report

1. In the Reports list or on the open report, click **Archive**.
2. The window **Archive this report?** explains: *"\[Title] will no longer appear in Reports. Archived reports are deleted after 30 days."*
3. Click **Archive**.

## Troubleshooting

| What you see | What to do |
| - | - |
| No reports yet. Ask Alpha for a QBR or a report in the chat. | Ask Alpha for a report first. |
| No Run now or Schedule this report button | Only the creator or an admin sees these, and only for reports Alpha can rebuild. |
| Status: Some data missing | Alpha couldn't get all the data, or couldn't rewrite the summary. The report shows a note such as *"The summary couldn't be written this time because your organization's Alpha usage limit was reached."* Check the connected systems on the Alpha Overview page, and see "AI spend and budget". |
| Status: Paused | Hover the chip to see the reason, fix it, then click **Resume**. See "Why a schedule pauses or skips a run" above. |
| Last run: Skipped | Nothing to do. The report changed while the run was going, and the next run includes the change. |
| Status: Failed | Click **Run now** to try again. After 3 failed scheduled runs in a row, the schedule pauses. |
| Alpha says it isn't allowed to make changes to Reports yet | An admin must set **Reports** to Ask first or Automatic under **Alpha** > **Permissions** > **MSP Process** > **Support**. |
| Too many runs in the last hour. Try again later. | Wait and try again. |
| Report runs are turned off in Alpha Settings. Ask an admin to turn them on, then try again. | An admin must turn on **Run scheduled reports and dashboards** in **Alpha** > **Settings** > **Reports**. |
| This report is already running. Try again when its new version appears. | Wait for the current run to finish. |
| This report can't be re-run. Ask Alpha to rebuild it. | Ask Alpha in the chat to make the report again. |
| No Workflows menu | Workflows are on the Pro plan only. |

## FAQ

### Can I turn a report into a dashboard?

Yes. Open the report and click **Turn into a dashboard**. You'll see *"Dashboard created."* See "Dashboards and cards".

### What happens to a report I archive?

It disappears from Reports straight away and is deleted after 30 days.


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