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Manage a Reporting Cycle

A reporting cycle is the end-to-end process that turns contributor updates into a reviewed, approved, and distributed report output. This tutorial covers the full cycle: preparation → edition creation → data entry → review → approval → export and distribution.

Before the cycle starts​

Confirm the blueprint is current​

  1. Open the blueprint in the Blueprint Designer.
  2. Verify it is in Published status.
  3. Check the Version history — confirm the most recent version is the one you intend to use.
  4. If sections, fields, or layouts have been updated since the last cycle, notify contributors of the changes.

Confirm contributor assignments​

  • Verify that each section has a named contributor (or multiple).
  • Check that all contributors have the correct role and workspace access.
  • Resolve any access issues before the edition is created — it is harder to fix mid-cycle.

Step 1: Create the edition​

  1. Navigate to the blueprint → Editions tab → + New Edition.
  2. Enter:
    • Edition name: use the naming convention (e.g. PROJ-001 Monthly Progress April 2025).
    • Reporting period: set start and end dates.
    • Data date: confirm with the scheduler before setting.
    • Due date: the target date for final approval.
  3. Click Create.
  4. The edition opens in Draft status.

Step 2: Assign contributors and due dates​

  1. Open the edition → Assignments tab.
  2. For each section, confirm the assigned contributor.
  3. Set per-section due dates if sections have different completion windows.
  4. Click Notify contributors — all assignees receive an email with a direct link to their sections.

Step 3: Monitor section completion​

As contributors enter data, use the Section completion panel on the edition overview to track progress:

IndicatorMeaning
Grey circleNot started.
Orange circleIn progress — some required fields filled.
Green tickComplete — all required fields filled.

Send reminder notifications to contributors with grey or orange indicators approaching the due date:

  1. Edition overview → Assignments tab → Send reminder beside any incomplete assignment.

Step 4: Perform the review​

When all sections reach Complete, the edition is ready for review:

  1. Open the edition.
  2. Click Submit for review — edition status changes to In review.
  3. Reviewer opens the edition and works through each section:
    • Check data completeness and accuracy.
    • Compare against prior period where relevant.
    • Add field-level or section-level comments for issues.
  4. When issues are found:
    • Click Request changes — edition status changes to Changes requested.
    • Contributors receive a notification listing all open comments.
  5. Contributors address each comment, reply, and resolve it.
  6. Contributor clicks Resubmit — edition returns to In review.
  7. Reviewer re-checks resolved items.

Repeat until all comments are resolved.

Step 5: Approve​

  1. Reviewer opens the Review panel.
  2. Confirms all open comments are resolved (no orange/red badges).
  3. Clicks Approve — edition status changes to Approved.

Approved editions are locked from further editing (except by Admin).

Step 6: Generate the output​

  1. Open the edition → Outputs tab.
  2. Click Generate beside the output template.
  3. Wait for generation (typically 5–30 seconds depending on output complexity).
  4. Click View to open the report viewer.

Step 7: Final review in the viewer​

Before distributing, verify in the viewer:

CheckWhat to look for
Title and periodCorrect project name, period end date, data date.
Page completenessNo missing values, no "—" where data was expected.
Chart accuracyCorrect measures and categories.
TablesNo truncated rows or columns.
Page breaksNo component cut off at a page boundary.

If issues are found:

  • Minor formatting only: adjust in the Output Designer → re-publish → regenerate.
  • Data error: Admin can re-open the edition, correct, re-approve, re-generate.

Step 8: Export and distribute​

  1. In the report viewer, click Export.
  2. Choose format: PDF for formal distribution.
  3. Configure: paper size, orientation, include cover page.
  4. Click Download.
  5. Distribute via your standard channel (email, client portal, project management system).

Record who received the report and when — use the Distribution notes field on the edition if configured.

Step 9: Close the edition​

After distribution:

  1. Open the edition.
  2. Click Close — edition status changes to Closed.
  3. Closed editions are read-only. All history, comments, outputs, and export files are preserved.

Cycle cadence and rhythm​

Run the same checklist every period. Consistency is the source of value:

Week 1Week 2Week 3Week 4
Create edition, notify contributorsData entry window closesReview, comment, reviseApprove, generate, export, distribute, close

Adjust the timing for your reporting cadence. For monthly reports, align the data date with the last working day of the month and target export by day 5 of the following month.