Report runs and downloads
Find every report Bilify has generated, check whether it worked, and open or download it again, including after the email link has expired.
Every time Bilify generates a report, it keeps a record of it: a run. Runs come from Send on the Reports page, from schedules, and from exporting a selection on the documents and expenses lists. This article explains where to find them and how to get a report again.
Open the run history
Open Reports in the sidebar and choose Report runs, or click Report runs at the top of the Reports page. The newest runs are at the top, 15 per page.
| Column | What it shows |
|---|---|
| Report | The report's name at the time it ran. Exports from the documents or expenses list show the export's name. |
| Types | The report types it contained. |
| Period | The dates it covers. |
| Format | CSV, Excel (XLSX) or PDF. |
| Status | Where it is (see below). |
| Requested by | The person who sent or exported it. |
| Created | When the run started. |
Statuses
| Status | Meaning |
|---|---|
| Queued | Waiting to be generated. This normally takes moments. If a run stays queued, Bilify picks it up again within about 15 minutes. |
| Running | Being generated right now. |
| Completed | Ready. A Preview button appears. |
| Failed | Something went wrong. The error is shown under the status. Fix the cause and send the report again; a failed run is never retried on its own. |
Open or download a generated report
- Click Preview on a completed run. The report opens in a new tab.
- Read it on the page. It shows the figures exactly as they were when the run was generated, even if invoices or expenses changed since.
- To get the file, use the download button at the top (for example Download CSV). For a PDF report, Download PDF opens your browser's print dialog, where you can print it or save it as PDF.
This is how you get a report after the 7-day email link has expired. Each click on Preview creates a new link that works for another 7 days.
The page shows up to 5,000 rows per table. If a table is longer, the page says how many rows it left out, and the downloaded file contains all of them. If a very old run's file is no longer stored, the page still shows the full report and says the original file is no longer available.
The page that opens is a signed link that works without signing in, the same kind of link the report email contains. Anyone you forward it to can open it until it expires.
Runs for one report
When you edit a report, the Generated reports card at the bottom lists its 10 most recent runs, each with its period, status and a Preview button. Show all history takes you to the full Report runs page.
What is recorded
- Runs are never deleted, also when you delete the report they came from.
- Opening and downloading a run are written to the activity log, including opens by recipients who are not signed in.
Runs started by a schedule have no person behind them. The Requested by column currently shows Manual run for them too, so use the schedule's time and the period to tell them apart.
Who can see runs
Everyone with the reports.view permission sees the full history: by default Owner, Admin, Accountant and Employee. The run's page and its download do not check permissions; they rely on the signed link.
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