> For the complete documentation index, see [llms.txt](https://docs.fullwhere.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.fullwhere.com/documentation/documentation-en/reports/report-delivery-setup.md).
# Report delivery setup
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**IN SHORT**
Send automatic and summary reports to your users.
Configure specific recipients based on your brands and locations.
Enable the Fullwhere Brain option to get AI insights and recommendations.
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**ACCESS RIGHTS**
To edit the Reports in your Fullwhere workspace, you must be a supervising member with Administrator rights.
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In the navigation menu, go to [Reports](https://app.fullwhere.com/documents/reports).\
There you can view all existing report configurations, with the following information:
| Column | Description |
| ----------------- | --------------------------------------- |
| Report name | Name given to your report configuration |
| Format | Report format (PDF and/or XLSX) |
| Modification date | Date of the last modification |
| Creation date | Creation date |
| Active/Inactive | Current report status |
## Set up a report configuration
To create a report configuration, click + Create a report from the main report configurations page.
Depending on your needs, configure your report with the following fields:
### Report format
* PDF: detailed file presenting statistics and interactions
* XLSX: raw data in XLSX file
The two options above can be combined.
### Send frequency
* Daily: Sent every day of the week, includes the data collected the day before.
* Daily (5 days): every day from Monday to Friday, includes the previous day's data. The Monday report includes the data from Friday, Saturday, and Sunday.
* Weekly: every Monday, includes the data from Monday to Sunday of the previous week
* Every 2 weeks: every other Monday, includes the data from the previous two weeks.
* Monthly: first day of the month, includes all data from the previous month.
### Sending channels
Select the channels through which your report should be sent to the different users:
* Email: your users will receive their report by email. You can [customize](#h_c44e897738) the email subject.
* WhatsApp: reports can be sent to selected users who have WhatsApp and have saved their phone number on their [Fullwhere account](/documentation/documentation-en/getting-started/set-up-your-account.md#h_383effe7cc).
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WhatsApp deliveries are subject to additional billing. Please contact your account manager for more information.
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### Filters
They allow you to refine the data included in the report (source, category, area, text). This helps highlight indicators that seem more relevant in your analysis.
### PDF configuration
#### Show statistics
This option lets you choose whether or not to display the quantitative analysis (charts, tables, etc.) in your PDF reports. This can be useful if you only want to keep the AI analysis via [Fullwhere Brain](#h_b84a25ad53-1).
#### Show interaction details
This option lets you display the details of the interactions received at the bottom of your PDF (text, source, rating, customer, etc.).
When this option is enabled, you can choose whether or not to display interactions without text (textless reviews, Instagram story reactions, etc.).
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Note: this option is not available for monthly reports.\
Interaction details are limited to 1000 items per report.
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#### Fullwhere Brain ✨
Fullwhere Brain lets you add an in-depth AI-generated analysis to your reports based on the statistics and customer interactions for the selected period.
By enabling Fullwhere Brain, you can precisely describe the analysis you want.
To enable it:
* turn on the “Fullwhere Brain Advanced Analysis” button in your report configuration.
* write your request in the provided field: simply describe what you want the AI to analyze or highlight.
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Note: for monthly reports, Fullwhere Brain will be able to provide an analysis based only on the period's statistics, but it will not be able to use the details of your customer interactions.
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## Recipient configuration
Recipient configuration lets you define who will receive the reports and at what level of your organization (Brands, Location Groups, or Locations).\
You can combine:
* specific recipients: receive an individual report linked to a specific target (a brand, a group, or a location).
* global recipients: receive a consolidated report for all targets of the same type (all brands, all groups, all locations).
### General principle
A report configuration can target several types of “targets”:
* Brands → the highest global level of your organization
* Location groups → a set of several establishments
* Locations → a single establishment
For each type of target, you can:
* add specific targets (e.g. a brand, a group, a location) with their own targeted recipients;
* define global recipients → they will receive a consolidated report covering all targets of this type.
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Example:\
If you add 20 locations in your report:
* the global recipients of locations will receive a single consolidated report combining all 20;
* the specific recipients defined for each location will receive their individual report.
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### Configuration of the different levels
A report configuration can apply to different levels of your organization.\
These three sub-tabs let you choose at which level you want to generate and distribute the reports:
#### 1. Brands
This is the highest global level.\
Reports sent at this level cover all locations attached to the brand.
#### 2. Location groups
Allows you to target a set of establishments (e.g. “Paris Restaurants”, “Dubai Establishments”).\
Reports at this level include only the locations in the relevant group.
#### 3. Locations
Corresponds to a single establishment.\
Reports sent at this level contain only the data for the selected location.
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You can combine several levels in the same configuration (for example a brand and several specific locations), depending on the desired level of analysis.
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### Add recipients
Once your levels are selected, you can define who will receive the reports at each scale.
#### Step 1: Select the target type
Choose the tab corresponding to the desired level: Brands, Location Groups, or Locations.
#### Step 2: Add the relevant targets
Click “+ Add a brand / a group / a location” then select the elements you want to include in the configuration.
#### Step 3: Define the recipients
Each target type has two configuration areas:
* Global recipients\
At the top of the page, add the users who will receive a consolidated report for all the targets of this type (for example, all selected locations).
* Specific recipients\
For each added target (brand, group, or location), you can add targeted users who will receive an individual report only for that target.
Use the [Teams](/documentation/documentation-en/getting-started/teams.md) to send a report to a group of users.
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💡 This logic is the same for the three levels: brands, location groups, and locations.
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**Concrete example**
Let's imagine you are setting up a report for the following network:
* Brand: Global Blue
* Location groups: “Paris” and “Other”
* Locations: Global Blue 1st, Global Blue Louvre, Global Blue Dubai
Here are some possible cases:
Add Florian Leblond to “Recipients for all locations” → he will receive one consolidated report combining all establishments.
Add Adrien Murat to “Global Blue 1st” and “Global Blue Louvre” → he will receive two separate reports, one per establishment.
Add Laurent Loué to “Global Blue Dubai” → he will receive only the Gigi Roma report.
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### If a user does not appear in the search
If you want to add a recipient but they do not appear, it means that the person does not yet have access to the corresponding brand, group, or location.
➡️ To invite them:
1. Go to Settings > \[Brands / Locations]
2. Select the relevant resource
3. Open the Members tab
4. Click Invite
5. Enter their email address and send the invitation
Once the invitation is accepted, the person will appear in the recipient search.
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Best practices
Use global recipients for cross-functional managers (e.g. management, region, franchise).
Use specific recipients for local teams.
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## Email setup
Choose the email subject. You can insert variables:
* the variable *{{period}}* represents the date range considered for each report sent.
* the variable *{{zone}}* transcribes in the subject of the sent email the resource targeted in the sending. If you have selected brands, location groups, and locations, the zone variable will customize the subject for the relevant area.
So for example, you can write "Weekly report {{period}} - {{zone}}".
---
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