Managing Your Report Templates and Runs

Purpose

As your team uses Custom Report Builder you accumulate templates, runs and schedules. This article covers keeping them tidy: editing templates without breaking history, saving changes as a new template, deleting, cleaning up runs, and what happens to a template when its owner leaves.

Who can do this: any user with the Custom Report Builder switch can run, edit and delete the templates they can see. Schedules are the exception: only the template's creator manages them (see Scheduling Automated Report Delivery).

Template actions

In Reports > Custom Report Builder > Report Templates, each template's ⋮ menu offers:

Edit a template

1. Click Edit on the template.
2. Change fields, criteria, the report name or the description.
3. Click Preview Report. The save buttons appear once you have previewed.
4. Choose how to save:
• Save updates this template with your changes.
• Save as Template leaves this template as it was and saves your changes as a new template. See below.

Each save creates a new version of the template. The list shows the latest version. Every past run stays linked to the version that produced it, so old results remain explainable: open a run from the History tab to see the fields and criteria it used. Existing schedules keep running and pick up the latest saved version.

Save your changes as a new template

Save as Template is not a copy button. It saves the template you are editing, with your changed fields and criteria, as a new template, and leaves the original unchanged. Use it to build a variation of an existing report, or to get a template of your own that you can schedule:

1. Open the template and click Edit.
2. Change the Report Name to a new, unique name, and change the fields or criteria you need.
3. Click Preview Report, then Save as Template. The new template appears under Report Templates, and you are its owner.

To keep the same template and just update it, use Save instead.

Delete a template

1. In Report Templates, open the template's ⋮ menu and click Delete.
2. Read the confirmation and confirm.

If a template is merely unused, leave it. Templates cost nothing to keep. Renaming it with a prefix such as [ARCHIVED] keeps the list readable without losing history.

Manage runs

• All runs of one template: click the template name, then History. Completed runs can be downloaded here.
• Your own runs: the Generated Reports tab. The Run Type column shows Manual or Scheduled.
• Re-download: download links expire 30 minutes after a run completes. After that, re-run the template.
• Delete a run: use the trash icon in Generated Reports, one run at a time.

When a template owner leaves

Ownership of a template cannot be transferred. When the creator's account is deactivated or their role loses access to the template's data:

• Their templates remain visible and runnable by everyone else who can see the data.
• Their schedules are suspended at the next run, and recipients stop receiving the report. An Employer Administrator can reactivate each suspended schedule by naming a new owner who has access to the report, or another user can save it as their own template with Save as Template and schedule that.

Before deactivating someone who builds reports, review their scheduled templates so deliveries do not stop unnoticed.

Common problems

I edited a template and lost the old configuration

The list shows the latest version only, but each run in the History tab is linked to the version it used. Open an older run to see its fields and criteria, then rebuild from that.

A scheduled report stopped arriving

Open the template's History tab. A Completed latest run means the email went out; check spam. A Failed run needs a retry. No recent run means the schedule itself has stopped: open the Schedule tab and check whether it is Completed (End Date passed) or Suspended (owner or recipients lost access). See Scheduling Automated Report Delivery.

Can I transfer a template to a colleague?

Not directly. The colleague can open it and use Save as Template to create a new template of their own from it. If the original owner has left and the schedule is Suspended, an Employer Administrator can reactivate it with the colleague as the new owner.

How do I tell whether a run was manual or scheduled?

The Run Type column in Generated Reports.

Related articles

• Creating a Custom Report Template
• Running a Report and Downloading Results
• Scheduling Automated Report Delivery