{"id":14290,"date":"2024-09-10T10:00:00","date_gmt":"2024-09-10T08:00:00","guid":{"rendered":"https:\/\/planfix.com\/blog\/?p=14290"},"modified":"2026-10-07T02:49:36","modified_gmt":"2026-10-07T00:49:36","slug":"organize-reports","status":"publish","type":"post","link":"https:\/\/planfix.com\/blog\/video\/organize-reports\/","title":{"rendered":"How to Organize Reports in Planfix and Find Them Faster"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">Organize reports in Planfix once, and you stop hunting through a long list every time someone asks for numbers. <a href=\"https:\/\/planfix.com\/features\/reports\/\">Reports in Planfix<\/a> show the data your team already enters in tasks, projects and data tags, so the slow part is rarely the data: it is finding the right report, pointing it at the right project and remembering to run it. This 90-second video covers all three.<\/p>\n\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<iframe loading=\"lazy\" title=\"How can a manager speed up work with reports | Planfix: Tips and Tricks\" width=\"500\" height=\"281\" src=\"https:\/\/www.youtube.com\/embed\/MBkXg3rSZrM?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe>\n<\/div><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">What you\u2019ll learn: how to organize reports in Planfix<\/h2>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Give every report a clear, understandable name, so it is easy to find later (0:07).<\/li>\n\n\n\n<li>Group reports by department, direction or period, and move a report into a group from its settings.<\/li>\n\n\n\n<li>Run a report inside a task to see the metrics for that task, such as one employee\u2019s productivity (0:35).<\/li>\n\n\n\n<li>Run the same report from a project when you need the progress of that project instead.<\/li>\n\n\n\n<li>Generate the report on a schedule and have a link to it emailed to the recipient you choose (1:03).<\/li>\n<\/ol>\n\n\n\n<h2 class=\"wp-block-heading\">How to organize reports in Planfix, step by step<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">Step 1. Give every report a clear name<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">A name is all a colleague sees in the report list, so it should say what the report answers. The video starts here for a reason: in an account with a few dozen reports, clear and understandable names are where most of the lost time is saved. \u201cPurchases by project, last month\u201d tells everyone what they are opening; \u201cReport 4\u201d does not.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Step 2. Group reports by department, direction or period<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">The next organizational step is structure. In the <strong>Reports<\/strong> section, click <strong>Add<\/strong> \u2014 <strong>Group<\/strong> and create groups that match the way your company looks at data: by department, by direction or by period. To move an existing report into a group, open its settings and specify the group. <a href=\"https:\/\/planfix.com\/help\/Report_groups\">Report groups<\/a> exist purely for convenience, so nothing about a report changes when it moves, and they can be created by the primary account admin, an administrator or a technical administrator.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Step 3. Run a report inside a task or a project<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">A report can show data from selected tasks or projects only. Open a task, run a report from it, and Planfix filters the data down to that task, which is how the video checks one employee\u2019s productivity on one piece of work. The same list of reports sits in a project card, and running a report from there adds the condition <strong>Project<\/strong> = the current project to its selection parameters. That gives you <a href=\"https:\/\/planfix.com\/features\/project-reports\/\">project reports<\/a> without editing a single parameter, and anything irrelevant stays out of the table.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Step 4. Let the report generate itself on a schedule<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Open the report settings, go to the <strong>Generate on Schedule<\/strong> tab, set how often the report is generated and choose who receives it. Recipients can be employees or external users, meaning contacts with an email address, and each of them gets a link to the finished report. Generating a report is resource-intensive, so Planfix divides generation into three periods: night, from 00:00 to 6:00; before noon, from 6:00 to 12:00; and after noon, from 12:00 to 18:00. <a href=\"https:\/\/planfix.com\/help\/Scheduled_Report\">Scheduled reports<\/a> show recipients the same data the report\u2019s author saw, although a recipient still cannot open a task they have no access to. For a longer walkthrough, see how to <a href=\"https:\/\/planfix.com\/blog\/use-cases\/scheduled-reports-efficiently-manage-task-completion\/\">send scheduled reports to clients<\/a>.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Example: a productivity check without a new report<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">The manager in the video wants two answers out of reports that already exist: how productive an employee was on one piece of work, and how a project is progressing overall. Neither needs a new report. Run an existing report from the task for the first answer and from the project card for the second; the columns stay the same, only the selection changes.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Add a schedule on top of that and the numbers arrive by email on their own, leaving only the unexpected ones to open by hand.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Who it\u2019s for<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Managers:<\/strong> employee productivity and project progress from reports that are already built, run from the task or the project in question.<\/li>\n\n\n\n<li><strong>Project managers:<\/strong> a report limited to one project, with the condition added automatically from the project card.<\/li>\n\n\n\n<li><strong>Administrators:<\/strong> report groups per department or direction, so a growing list stays navigable for everyone.<\/li>\n\n\n\n<li><strong>Executives:<\/strong> a scheduled email link instead of a standing request for a weekly update.<\/li>\n\n\n\n<li><strong>Client-facing teams:<\/strong> the same report sent to a client contact, once you have checked what it contains.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">FAQ<\/h2>\n\n\n\n<div data-schema-only=\"false\" class=\"wp-block-aioseo-faq\" id=\"aioseo-how-do-i-move-a-report-into-a-group-in-planfix\"><h3 class=\"aioseo-faq-block-question\"><strong>How do I move a report into a group in Planfix?<\/strong><\/h3><div class=\"aioseo-faq-block-answer\">\n<p class=\"wp-block-paragraph\">Open the report\u2019s settings and specify the group. Groups are created in the <strong>Reports<\/strong> section with <strong>Add<\/strong> \u2014 <strong>Group<\/strong> by the primary account admin, an administrator or a technical administrator; grouping is for convenience only.<\/p>\n<\/div><\/div>\n\n\n\n<div data-schema-only=\"false\" class=\"wp-block-aioseo-faq\" id=\"aioseo-can-i-run-a-report-for-a-single-task-or-project\"><h3 class=\"aioseo-faq-block-question\"><strong>Can I run a report for a single task or project?<\/strong><\/h3><div class=\"aioseo-faq-block-answer\">\n<p class=\"wp-block-paragraph\">Yes. Run the report from the task or from the project card: Planfix filters the data to that task, or adds the condition <strong>Project<\/strong> = the current project, without changing the report\u2019s own parameters.<\/p>\n<\/div><\/div>\n\n\n\n<div data-schema-only=\"false\" class=\"wp-block-aioseo-faq\" id=\"aioseo-who-can-receive-a-planfix-report-sent-on-a-schedule\"><h3 class=\"aioseo-faq-block-question\"><strong>Who can receive a Planfix report sent on a schedule?<\/strong><\/h3><div class=\"aioseo-faq-block-answer\">\n<p class=\"wp-block-paragraph\">Employees and external users, meaning contacts with an email address. Each recipient gets a link to the report and sees the data as its author saw it. If a contact is missing from the recipients field, enable the option in their contact card that shows them among task participants.<\/p>\n<\/div><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Start with the reports you open every week<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Take the three reports your team runs most often, give them names that say what they answer and put them into groups. Then run one from a task and from a project, and see how much filtering you no longer do by hand. When no existing report answers the question, the <a href=\"https:\/\/planfix.com\/features\/report-designer\/\">report designer<\/a> builds a new one, and <a href=\"https:\/\/planfix.com\/blog\/video\/make-reports-informative\/\">making a report more informative<\/a> is mostly a matter of columns, grouping and formulas. New to Planfix? <a href=\"https:\/\/planfix.com\/signup\/\">Sign up<\/a> to try it.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>90-second video + steps: organize reports in Planfix \u2014 name them clearly, group them, run them inside a task or project and get them by email on a schedule.<\/p>\n","protected":false},"author":146,"featured_media":0,"comment_status":"open","ping_status":"","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"om_disable_all_campaigns":false,"_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"_s2mail":"","footnotes":""},"categories":[498],"tags":[512,254],"class_list":["post-14290","post","type-post","status-publish","format-standard","hentry","category-video","tag-task-priority","tag-reports-in-planfix"],"acf":[],"aioseo_notices":[],"aioseo_head":"\n\t\t<!-- All in One SEO Pro 4.9.10 - aioseo.com -->\n\t<meta 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