> 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-sending-setup.md).

# Report sending setup

Set up automatic sending of consolidated reports to your teams

{% hint style="success" %}
**IN BRIEF**

Automatically send summary reports to your users.

Set up specific recipients based on your brands and locations.

Activate the Fullwhere Brain option to get AI insights and recommendations.
{% endhint %}

{% hint style="info" icon="shield-check" %}
**ACCESS RIGHTS**

To edit the Reports in your Fullwhere space, you must be a supervising member with Administrator rights.
{% endhint %}

In the navigation menu, go to the [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 last modification               |
| Creation date     | Creation date                           |
| Active/Inactive   | Current report status                   |

## Set up a report configuration <a href="#h_cc2c6c4b2b" id="h_cc2c6c4b2b"></a>

To create a report configuration, click + Create a report from the main report configuration page.

Depending on your needs, set up your report with the following fields:

### Report format <a href="#h_a4ed4dd72d" id="h_a4ed4dd72d"></a>

* PDF: detailed file presenting statistics and interactions
* XLSX: raw data in XLSX file

The two options above can be combined.

### Sending frequency <a href="#h_cd22199aa6" id="h_cd22199aa6"></a>

* 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 Friday, Saturday, and Sunday data.
* Weekly: every Monday, includes data from Monday to Sunday of the previous week
* Every 2 weeks: every other Monday, includes 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 who have saved their phone number on their [Fullwhere account](/documentation/documentation-en/get-started/set-up-your-account.md#h_383effe7cc).

{% hint style="info" %}
WhatsApp deliveries are subject to an additional charge. Contact your account manager for more information.
{% endhint %}

### Filters <a href="#h_a017bd162c" id="h_a017bd162c"></a>

They allow you to refine the data included in the report (source, category, area, text). This makes it possible to highlight indicators that seem more relevant in your analysis.

### PDF configuration

#### Show statistics <a href="#h_b84a25ad53" id="h_b84a25ad53"></a>

This option lets you show or hide 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 allows you, at the bottom of your PDF, to display the details of the interactions received (text, source, rating, customer, etc.)

When this option is enabled, you can choose whether or not to display interactions that do not contain text (reviews without text, Instagram story reactions, etc.).

{% hint style="info" %}
Note: this option is not available for monthly reports.\
The interaction details are limited to 1000 items per report.
{% endhint %}

#### Fullwhere Brain ✨ <a href="#h_b84a25ad53" id="h_b84a25ad53"></a>

Fullwhere Brain allows you to add to your reports an in-depth AI-generated analysis based on the statistics and customer interactions from the selected period.

By activating Fullwhere Brain, you can precisely describe the analysis you want.

To activate it:

* turn on the “Fullwhere Brain Advanced Analysis” button in your report configuration.
* write your request in the field provided: simply describe what you want the AI to analyze or highlight.

**Request charts 📊**

You can request charts in your Fullwhere Brain analysis.

In the request field, enter `/` then choose a chart type:

* **Line chart** : view a trend over time.
* **Bar chart** : compare values across multiple categories.
* **Area chart** : highlight cumulative growth.
* **Pie chart** : show the distribution of your data.

Specify the indicators or categories to display in your request.

## Recipient configuration <a href="#h_59853ac10a" id="h_59853ac10a"></a>

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 href="#h_320224d84d" id="h_320224d84d"></a>

A report configuration can target several types of “targets”:

* Brands → highest level of your organization
* Location groups → a set of multiple establishments
* Locations → single establishment

For each target type, 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 grouping all targets of this type.

{% hint style="info" %}
Example:\
If you add 20 locations in your report:

* the global recipients for locations will receive a single consolidated report grouping the 20;
* the specific recipients defined for each location will receive their individual report.
  {% endhint %}

### Configuration of the different levels <a href="#h_398f75d96d" id="h_398f75d96d"></a>

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 reports:

#### 1. Brands <a href="#h_f94f859871" id="h_f94f859871"></a>

This is the highest level.\
Reports sent at this level cover all locations attached to the brand.

#### 2. Location groups <a href="#h_9852f59543" id="h_9852f59543"></a>

Allows you to target a set of establishments (e.g. “Restaurants Paris”, “Dubai Establishments”).\
Reports at this level include only the locations in the relevant group.

#### 3. Locations <a href="#h_92838ef7f8" id="h_92838ef7f8"></a>

Corresponds to a single establishment.\
Reports sent at this level contain only the data for the selected location.

{% hint style="info" %}
You can combine several levels in the same configuration (for example a brand and several specific locations), depending on the desired level of detail for the analysis.
{% endhint %}

### Add recipients <a href="#h_4441204a26" id="h_4441204a26"></a>

Once your levels are selected, you can define who will receive the reports at each scale.

#### Step 1: Select the target type <a href="#h_a77a70e5aa" id="h_a77a70e5aa"></a>

Choose the tab corresponding to the desired level: Brands, Location Groups, or Locations.

#### Step 2: Add the relevant targets <a href="#h_7c3441fe5d" id="h_7c3441fe5d"></a>

Click “+ Add a brand / a group / a location” then select the items you want to include in the configuration.

#### Step 3: Define recipients <a href="#h_16d55a526a" id="h_16d55a526a"></a>

Each target type has two configuration areas:

* Global recipients\
  In the upper part of the page, add the users who will receive a consolidated report for all 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 for this target only.

Use [Teams](/documentation/documentation-en/get-started/teams.md) to send a report to a group of users.

{% hint style="info" %}
💡 This logic is the same for the three levels: brands, location groups, and locations.
{% endhint %}

{% hint style="info" %}
**Concrete example**

Imagine that you are configuring a report for the following network:

* Brand: Global Blue
* Location groups: “Paris” and “Others”
* Locations: Global Blue 1st, Global Blue Louvre, Global Blue Dubai

Here are some possible cases:

Add Florian Leblond in “Recipients for all locations” → he will receive a consolidated report grouping 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.
{% endhint %}

### If a user does not appear in the search <a href="#h_c3fe56750f" id="h_c3fe56750f"></a>

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.

{% hint style="info" %}
Best practices

Use global recipients for cross-functional managers (e.g. management, region, franchise).

Use specific recipients for local teams.
{% endhint %}

## Email settings <a href="#h_c44e897738" id="h_c44e897738"></a>

Choose the email subject. You can insert variables:

* the variable *{{period}}* represents the date range considered for each report sent.
* the variable *{{zone}}* reproduces in the email subject the resource targeted in the send. If you have selected brands, location groups, and locations, the zone variable will customize the subject for the relevant area.

So you can for example use "Weekly report {{period}} - {{zone}}".


---

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