My Saved Reports
You can generate spend reports by navigating to Reporting > Spend Reports. When you create a spend report, easily accessible buttons at the top of the page let you save to your My Saved Reports page, copy the report link, or export to a .csv file.
You can save reports for yourself, individual users, or entire user groups. Save the reports that you or your team needs to see frequently and share critical insights all within the app.
If you use a relative time frame (e.g. last 6 months) and save the report, the report will automatically update with the most up-to-date information every time it is viewed.
Permissions for Shared Reports
Only users with appropriate financial permissions can view spend reports. When sharing reports with other users, keep in mind that Kion will reflect spend based on the viewer's access.
- If a user does not have the appropriate permissions, they will not see the report's contents and will be informed that they have insufficient permissions.
- If a user has partial permissions, they will see data for only the resources they have permissions to view and will be informed that they have insufficient permissions for some data.
Sharing with a user group or user does not grant the user(s) permission to see the report. The financial permissions granted via permission schemes dictate what users can see. Because of this, the results of a saved report may look different for each user based on their financial permissions.
For example, if an admin with full financial permissions creates a Spend by Project report, they will see spend for all projects. If the admin then shares the report with a user who has financial access for only one project, the limited user will be able to view the report but will only see the spend for the one project they have permission to view.
Managing Saved Reports
You can edit the parameters of saved reports at any time, including users and user groups with access, criteria, filters, labels, and tags. After making updates, you can choose to update the report for all users the report is shared with or save it as a new report you can view alongside the original.
Only the user that created a report can update it. Users that the report has been shared with only have the option to save as a new report.
To update a saved report:
- Navigate to Reporting > My Saved Reports.
- Click the ellipsis menu next to the report and select Manage.
- Select the users and user groups who will have access to the report.
- Adjust the report title, criteria, filters, labels, and tags.
- Click Update Report to update the report for all users the report is shared with.
or
Click Save as New Report to save it as a new report you can view alongside the original.
For information about spend report parameters, see Spend Reports.
Hiding Reports
You can hide reports that have been shared with you if you no longer want to see them. Hidden reports can still be viewed by selecting Include Hidden Reports on the My Saved Reports page.
To hide a report that has been shared with you:
- Navigate to Reporting > My Saved Reports.
- Click the ellipsis menu next to the report and select Hide.
Reports can be unhidden by following the same steps.
Sending and Scheduling Reports
Any user with financial permissions is able to schedule a report, and all users can receive a report scheduled for them.
To schedule a report:
1. After navigating to Reporting > Spend Reports, click on the “Save and Schedule” button. All scheduled reports must be saved reports first. A modal will appear where the user can customize the name of the report, select the users it should be shared with, and if this report is to be scheduled.
2. After clicking on on the “Schedule Report” box, additional options will be provided:
- “Also send to external emails” - this box is if the report should be delivered to users that do not have Kion accounts. If checked, an additional box will appear for the email addresses (ex: John.Smith@gmail.com, Jane.Doe@outlook.com)
- Email Frequency - Users will provide the details around how often and when this report should be sent to all the users provided. The frequency can be customized in several ways, and users can choose the duration for how long this report should continue to be sent.
- Customize email - if checked, the user will have the ability to customize the subject of the email and the message associated. If unchecked, a standard Kion template will be provided in the email. Please note that hyperlinks are currently not supported in the custom message.
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File Type - Users have the option to send the report with CSV and PDF exports. Both export types can be selected for a report if desired, and the exports will be provided as a zip file in the email.
- CSV export will include a zip file that contains the report details, report summary, and a JSON of the filters selected for the report.
- PDF export will contain a single PDF with the filters selected, visual of the graph, and the below detail tables as well. If PDF is selected, there is an additional option to choose between Portrait and Landscape orientation.
3. After completing the above options, users will hit “Save Report” and the schedule options created will be active.
4. For reports that are already saved in Kion, report creators will have a “Schedule Report” button will appear at the top of the report, and all of the above options will be presented to the user to schedule the report.
5. Additionally, if a user wants to email a report right away but not adjust or edit the schedule frequency, the user can select the “3-dot” menu in the top right of the report and select “Send Immediately.”
- This will prompt the user to provide the recipients and export types, and it will not impact the reports scheduled cadence.
- This type of report will show in emails with a frequency of "once" to indicate it was sent ad hoc.
Email Content
- Kion logo or Custom Logo if enabled in System Settings > Custom Branding > Replace Logo in Email Headers
- Standard or customized email language about the report
- Report Summary (name of report, total, timeframe, user it was sent by, frequency it will be delivered)
- A link directly to the report in Kion (Non-Kion users will not be provided a link to the report)
- The ability to unsubscribe from the report directly from the email
- File Type(s) selected attached
Permissions Overview
When scheduling a report, email recipients of the will see the report based on the permissions of the creator. This means if the creator has increased financial permissions compared to some of the recipients, those users will see the spend in the report total, csv exports, and pdf exports.
- If those Kion users go to the report directly in Kion, the report will reflect their permissions. The content of the email is the only time a user will see a spend report from the perspective of another user.
- This means users could potentially see different spend in the contents of the email compared to what the user sees in Kion.
When sending a report immediately that was created by another user, email recipients will see the report based on the permissions of the sender (person logged into Kion), not the creator. All users will be provided with the messaging below while scheduling a report to ensure clarity on how the data will be provided:
This consideration is only valid for Kion users who may have restricted financial visibility.
Other Considerations
Timezones - Emails will be delivered based on the time chosen by the creator. For example, if the creator chooses a delivery of 9 a.m. CST, the email will be delivered at 10 a.m EST and 7 a.m. PST.
Email rate limits - Depending on the email service used (ex: SES or SMTP), rate limits for how many emails can be sent may impact delivery. Each service and instance can vary, and if you discover delivery issues when sending frequent emails to many users, it’s possible to exceed your organization’s limit.
Resource spend reports - Scheduling a resource dimensioned report is not available. Due to the size and nature of that report, we have disabled the ability to send it over email.