Report Agent App Overview

Report Agent

1. What it is

Report Agent turns a plain-English question into a custom report over your own OneMango data. Someone asks “headcount by department” or “open tickets by status this quarter” in Ask AI, the agent picks the right area of data, runs the query, and answers with a table and a chart. The report can then be saved, refined, shared, exported, and put on a recurring schedule. The same data is reachable without the assistant: the app ships a visual report builder at Apps → Report Agent → Reports, where you pick a data domain, choose columns, filters, grouping and a chart type, and preview the result before saving.

• Enablement: Report Agent requires a licence and the Platform Standard edition. It is disabled by default; an admin opts in per tenant from Admin → Apps → All Apps. There is no free tier and no automatic enablement on deploy.
• Who it is for: managers, administrators, app admins for Report Agent, and app admins of an app whose data it reports on (who report on that app’s data). An employee with no direct reports, no admin role and no app-admin grant cannot open the app or reach the agent in Ask AI — there is no self-service reporting view.
• What it is not: Report Agent generates reports and charts, not dashboards. It has no dashboard-building tool. It is also not a replacement for an app’s own analytics page — it is the cross-domain reporting surface used when no specialised analytics screen already owns the metric.

2. Standing it up

1. Go to Admin → Apps → All Apps and enable Report Agent. The tenant must be on the Platform Standard edition or above; below that, every surface of the app — desktop, mobile and the Ask AI agent — refuses access.
2. Enabling is not the last step. A newly enabled app stays admin-only until you publish it to users from the app’s page in the marketplace.
3. Go to Apps → Report Agent → Settings. Confirm the Report Agent switch at the top is on — it turns on both the Ask AI agent and the AI Suggest describe-to-fill bar inside the report builder. Both also need the Ask AI app enabled and visible to the user; where it is not, those AI features stay off whatever this switch says.
4. Scroll to Data Sources and review the data domains. Most are on as soon as the app is enabled; seven are off until you turn them on (see §3). Turning a domain off hides it from the builder, from the agent’s routing, and from every saved report that uses it.
5. Decide the sharing and export posture: whether people may save reports at all, whether they may share them with each other, how many saved reports one person may keep, which export formats are allowed, whether an export needs identity re-verification, which team-scoped domains managers may report on, and who may schedule delivery to email addresses outside your organization.
6. Confirm it worked: open Apps → Report Agent as a manager. They should see the Dashboard, Reports and Scheduled Reports tabs; an admin or an app admin for this app additionally sees Usage Analytics and Settings under an Administration heading in the sidebar.

Silent-until-paired: the emergency stop in AI Operations is stored on the same configuration record this settings page writes, but it is pulled from Admin → AI Operations. While it is engaged, scheduled reports are not generated or delivered even though every switch on the Settings page still reads “on” and every schedule still reads Enabled. Settings shows a read-only banner when the stop is engaged; it is released in AI Operations, not here. Saved reports and Ask AI are unaffected.

3. How it fits together

Data domains

A data domain is one area of OneMango data the agent can report on — employees, attendance, shifts, leave balances, performance reviews, service-desk tickets, assets, OKR key results, and so on. Each has its own switch on the Settings page, its own keywords that a question is matched against, and its own canonical date field so “this quarter” means something honest for that domain (hire date for employees, ticket submission date for the service desk, effective date for compensation).

Most are on the moment the app is enabled. Seven are admin opt-in and stay off until someone turns them on: Purchase Order Reports, Requisition Reports, Benefit Enrollment Reports, Benefit Plan Reports, Expense Reports, Expense Line Reports and Headcount Plan Reports.

Two gates sit above the switch, and both can hide a domain the Settings page shows as on. A domain reads another app’s data, so it is only available when that app is enabled for the tenant — compensation and merit are unreachable on a tenant that has not licensed Compensation Management. And each domain is reachable only by the people described under Who can see what below: outside the short list of team-scoped domains, that means a business administrator or an app admin for the app that owns the data.

Who can see what

Running the app and reading its data are separate questions:

• Business administrator — reaches every enabled domain across the whole organization, can build cross-entity (composite) reports that join more than one domain, and manages the app (below). While External delivery is set to Administrators only (the default), only an administrator may own a schedule that emails an address outside the organization.
• App admin for Report Agent — manages the app: Settings, Usage Analytics, every schedule, and every saved report on a domain they can reach, whatever its owner or visibility. The grant adds no data: what they can report on is what their own role reaches, plus the data of any app they are an app admin for.
• App admin of another app — can open Report Agent and report organization-wide on the domains that read that app’s data, and on nothing else beyond what their own role reaches.
• Manager — someone holding the manager role, or with direct reports by the reporting line. They reach only the team-scoped domains — Employee, Timesheet, Timesheet Entry, Safety Incident, Safety Observation, Credential & License, Event Attendance and Training Session Attendance Reports — each bounded to their own team or locations. Someone with direct reports who does not hold the manager role reaches the three bounded by the reporting line: Employee, Event Attendance and Training Session Attendance. Each team-scoped domain has a Managers can report on switch on the Settings page, on by default. Every other domain is organization-wide data and is held back from managers.

Everyone else has no access to the app at all.

Saved reports, visibility and sharing

A saved report stores the query definition, not a snapshot — running it re-reads live data. Each has a visibility of one of three values:

• Private (Only me) — the default for a newly saved report.
• Shared (Selected users) — visible to the specific people it was shared with.
• Public (everyone who can open its data source) — visible to everyone who can use the app and report on that report’s data domain. Each person who runs it reads only the rows their own access reaches — a manager’s run of a public employee report covers their own team — and the report’s page says whose rows your run reads.

Administrators and app admins for Report Agent see every saved report on a domain they can reach, whatever its visibility. The Enable Report Sharing setting governs user-to-user sharing only; with it off, ordinary users see only the reports they own. A report cannot be shared with someone who could not open the app.

Reports can be marked as favourites, duplicated, and used as starter templates — a starter library is seeded for the business the first time someone opens the builder. A report renders as a bar, line, pie, doughnut or area chart or stays a plain table; the chart type is stored on the definition, so the visual travels with the report into the builder, the Ask AI answer and a PDF export.

Row budgets

The number of rows a report reads depends on where it runs, and these caps cannot be raised ad hoc:

Where it runs	Rows read
Ask AI / builder live preview	200
Running a saved report	1,000
A scheduled delivery	5,000
A full export	10,000

Separately, the Preview Rows setting caps how many rows are displayed in the Ask AI answer and in the builder’s live preview — it does not cap a saved report’s own results page.

Scheduled reports

A saved report can be put on a schedule that runs daily, weekly, monthly or quarterly at a chosen time in a chosen timezone. Delivery is one of three methods:

• Email — the file is attached and sent to the recipient list.
• Webhook — the run is POSTed to an HTTPS URL you supply.
• Download — the run is generated and stored in the app for later download.

The output format is CSV, Excel, PDF or JSON, and a format an admin has switched off cannot be chosen for a schedule either.

Recipients are governed, not freeform. An internal recipient must themselves be able to use Report Agent — a schedule cannot mail report data to someone who could not open the app. An address matching nobody in the tenant sends data off the platform entirely, so the External delivery setting decides who may schedule it: Administrators only (the default — a business administrator must own the schedule), Off (nobody), or Anyone who can schedule a report, optionally limited to a list of allowed email domains. A schedule the setting refuses is refused at save with the offending addresses quoted back. Sub-addressed aliases resolve to the mailbox owner, so dana+weekly@acme.test is treated as dana@acme.test and faces the same rule.

A sweep runs every 15 minutes and fires any schedule that has come due. If a schedule fails five times in a row it is switched off automatically and its owner is notified.

SFTP delivery is not supported. The option survives only as a carry-forward on legacy rows that already store it, so that editing an unrelated field on such a schedule does not silently flip it to Email; an SFTP run raises rather than delivering. Move those schedules to Email, Webhook or Download.

The Ask AI agent

In Ask AI the agent exposes six tools, all of them read-only: generate a report, refine the report currently on screen, export it, list report templates, get one template’s details, and list your recent reports. The agent cannot delete a saved report, and it has no save command — saving is the button under the preview. Refining works on the report in the current conversation, and that context expires after 30 minutes. Exports the agent hands back are held for one hour and then discarded, so a link that has gone quiet just needs asking for again.

Mobile

/m/apps/reporting-agent is a read-and-run surface only. On a phone you can browse your reports, open one, run it and favourite it, and browse scheduled reports, open one, enable or disable it and run it now. There is no create, edit, delete or share on mobile — authoring is a deliberate handoff to the desktop app, and desktop and tablet visitors to the /m/ path are sent back to the full app automatically.

Saved reports and scheduled reports have no api/v1 surface. Everything happens through the app, through Ask AI, or through scheduled delivery.

4. Running it

Asking for a report in Ask AI

1. Open Ask AI and describe what you want — “headcount by department”, “overtime hours by location last month”. Starting the message with @reporting sends it straight to this agent.
2. The agent matches the question to a data domain, runs it, and answers with a preview table and a chart.
3. Say what to change — “filter to active only”, “group by location instead” — and it rebuilds from the report on screen.
4. Click Save under the preview to keep it. The same row offers Open Full Report and Refine.

Building a report by hand

1. Go to Apps → Report Agent → Reports → New Report, or start from a template in the picker.
2. Pick a data domain, then choose columns, filters, grouping and a chart type. The preview updates as you go.
3. Optionally use AI Suggest — describe the report in a sentence and the builder fills the fields in. It never submits the form for you, and it is only available while the Report Agent switch is on.
4. Save. The report lands in Reports, private to you until you share it.

Exporting

Open a report and choose a format. CSV, Excel, PDF and JSON can each be switched off for the whole organization. If Require identity re-verification for exports is on, you re-enter your account password (or your personal PIN, if set) before the download starts — and the same step applies to picking up a scheduled report’s latest file.

Scheduling a report

1. Save the report first — a schedule always runs a saved report.
2. Go to Scheduled Reports → New, pick the report, the cadence, the time and timezone, the delivery method and the format.
3. For email delivery, add recipients using the typeahead; it offers only addresses the save will accept.
4. Use Run now to prove the delivery path rather than waiting for the first occurrence, and the next run preview to confirm the cadence.

Watching adoption and loading demo data

Apps → Report Agent → Usage Analytics (admins and app admins only) shows four tiles — Ask AI Turns (questions asked in Ask AI plus each use of AI Suggest in the builder), Ask AI Users, Saved Reports and Ask AI Completed Rate (the share of the last 30 days’ Ask AI turns that reached an answer, with the number of measured turns beside it). Below them, Report Runs by Data Domain counts the last 30 days’ runs as completed, failed, timed out or rejected — the one place a failed run is countable — and lists the ten most-run data domains with when each was last used; Common Queries lists what people typed into Ask AI or AI Suggest; and Daily Ask AI Usage charts turns per day.

The Settings page also carries Load Sample Data and Remove Sample Data, which run the same generator the platform’s own sample-data admin page uses, so the two surfaces cannot seed different data.

5. Settings

All settings are at Apps → Report Agent → Settings, open to business administrators and to app admins for Report Agent and nobody else.

Report Agent

Setting	Default	What it changes
Report Agent	On	Turns on the Ask AI agent and the AI Suggest bar in the report builder. Both also require the Ask AI app to be enabled and visible to the user.

Report Sharing & Collaboration

Setting	Default	What it changes
Enable Saved Reports	On	Lets users save reports. With it off, the builder’s New Report door and the new-schedule form are both closed.
Enable Report Sharing	On	Lets users share reports with each other. With it off, users see only reports they own; admins and app admins still see every report on a domain they can reach.
Max Saved Reports per User	50	Blank or 0 means unlimited. Any other value must be between 5 and 500 — one outside that range is adjusted on save and the adjustment is reported back to you.

Export Options

Setting	Default	What it changes
CSV / Excel / PDF / JSON	On	Four switches, one per format. Each allows that format for both manual export and scheduled delivery. The JSON switch covers file downloads only — a webhook schedule’s JSON payload is not affected by it.
Require identity re-verification for exports	Off	Users must re-enter their account password (or personal PIN, if set) before downloading a report export or a scheduled report’s latest file. Recommended when compensation, merit or succession domains are enabled — the page names which of those are currently on.

Performance & Limits

Setting	Default	What it changes
Preview Rows	50	How many rows appear in the Ask AI answer preview and in the report builder’s live preview. Choices are 5, 10, 15, 20 and 50. It does not cap the results table on a saved report’s own page.

External delivery

Setting	Default	What it changes
Scheduled reports to external email addresses	Administrators only	Who may schedule a report to an address that matches nobody in your organization: Administrators only (a business administrator must own the schedule), Off (nobody — a schedule that sends only outside the organization is paused, and one that also sends to members keeps running without its outside addresses), or Anyone who can schedule a report. Only a business administrator can change it; an app admin sees the current value.
Allowed external email domains	Blank	Optional, comma-separated. When set, external recipients must be at one of these domains. Blank allows any domain.

Managers can report on

One switch per team-scoped domain, each on by default. Turning one off stops managers who are not administrators from running that domain at all, even over their own team; administrators are unaffected. Each row says what “my team” means for that domain, and the domain must also be on under Data Sources.

Data Sources (Data Domains)

One switch per data domain, with a filter box and an “N of M enabled” readout. Disabling a domain hides it from the builder, from the agent’s routing and from suggestions. All but seven default to on; the seven that default to off are Purchase Order, Requisition, Benefit Enrollment, Benefit Plan, Expense, Expense Line and Headcount Plan Reports.

Set elsewhere

The emergency stop for reporting automation is not on this page — it lives in Admin → AI Operations, and while it is engaged no scheduled report is generated or delivered. This page shows it as a read-only banner and points at AI Operations; it is deliberately not a second place the stop can be released from.

6. More help

• Report Agent FAQ — specific setup and operating questions, limits, and troubleshooting.
• Ask AI — how the assistant works across apps. Type @reporting to send a question straight to this agent.