Monthly client reports

A monthly report sums up one month of work in a client workspace for the client: which documents they sent through the portal, which requests that answered, what is still missing, what the office processed and what was signed. The client gets it by e-mail and finds it in the client portal under Reports, with a PDF to download.

What the report contains#

A report always covers one calendar month, in Czech time.

DOXIO recognises processed cards by the column colour: a move into a column coloured Green counts. If you use your own columns, give your final column that colour under Settings → Board columns.

Turning on the automatic report#

1. 1
   Open the client's workspace and click the Reports tab.
2. 2
   Tick Send the client a monthly report.
3. 3
   A preview of last month's report appears. Check it and click Turn on reports.

From then on DOXIO creates a report for the previous month every month and e-mails it to every client contact with portal access. The report goes out on the morning of the 1st. If that fails, DOXIO tries again every day until the 7th. At most one report goes out per month.

• A workspace without client contacts creates the report, but only sends it once you invite the client (by the 7th of the month at the latest).
• Archived workspaces and the sample workspace never create reports automatically.
• You can turn reports off with the same checkbox at any time. Reports already created stay.

Creating a report by hand, with a note#

You can also create a report by hand, for example to add a note for the client or to send the month-to-date status of the running month.

1. 1
   On the Reports tab, under Create a report by hand, choose the Month. The running month is marked "(so far)" and shows the status as of today.
2. 2
   Optionally write a Note for the client. It appears in the PDF and in the e-mail.
3. 3
   Look at the report with Preview, or click Create report straight away.
4. 4
   In the Reports list, click Send to client next to the report.

Until you send it, you can create the report again with Update report: DOXIO reads fresh data and saves the new note. The automatic monthly run never overwrites or sends a report you created by hand; you decide when it goes out.

What the client sees#

The client gets an e-mail with the month's numbers (what they sent, what the office processed, signed documents and what is missing), your note and an Open the report button. The PDF itself is not in the e-mail: the client downloads it in the portal under Reports with Download PDF. In the portal they see only the sent reports of their own workspace.

Frequently asked questions#

Last month's report did not arrive. Check that reports are turned on, the workspace has client contacts and is not archived, and that the organization has an active subscription. If you created that month's report by hand, DOXIO does not send it by itself; send it with Send to client.

"Processed by the office" is empty. Only moves into a green column during that month count. A card you moved into a green column and back out again does not count.

Can a sent report be changed? No. If you need to add something, write the client a comment in the workspace or create a report for the running month.