Reports & Export

ProBeya's reporting system generates professional PDF and Excel documents from your board data. Reports can be generated on demand or scheduled for automatic delivery to team members via email.

Report Types

PDF Reports

PDF reports produce formatted, printable documents suitable for meetings, audits, and stakeholder reviews.

Report Type	Content	Use Case
KPI Dashboard	SQCDP KPI status, traffic-light indicators, trend charts, safety cross	Daily/weekly performance review
Action Log	Action list with status, priority, assignee, overdue flags	TIER meeting preparation
Escalation Report	Escalation summary with tier transitions, timelines, resolution history	Management review

Excel Reports

Excel exports produce .xlsx workbooks with formatted data, headers, and conditional coloring for further analysis in spreadsheet applications.

Export Type	Content	Sheets
KPI Data	KPI values over time with dates, categories, and units	One sheet per SQCDP category
Action Log	All actions with status, priority, assignee, dates, overdue flags	Single sheet with filters
Board Data	Board items with all column values	One sheet per group
Audit Trail	Activity log entries with actor, action, timestamp, metadata	Chronological log sheet

Excel Security

All exported cell values are sanitized against CSV formula injection. Values starting with =, +, -, @, TAB, or CR are prefixed with a single quote to prevent spreadsheet applications from interpreting them as executable formulas.

Generating Reports On Demand

PDF Export

1. Open a board and click the Export button in the toolbar.
2. Select Export PDF.
3. Choose the report type (KPI Dashboard, Action Log, or Escalation Report).
4. Optionally apply filters:
   • Status filter — Include only actions with specific statuses
   • Priority filter — Include only actions with specific priorities
   • Assignee filter — Include only actions assigned to specific people
   • Date range — Restrict to a specific time window
5. Click Generate. The PDF is created server-side (typically under 5 seconds).
6. The browser automatically downloads the PDF file.

Excel Export

1. Open a board and click the Export button in the toolbar.
2. Select Export Excel.
3. Choose the export type (KPI Data, Action Log, Board Data, or Audit Trail).
4. Optionally apply filters (status, assignee, date range).
5. Click Generate. The Excel workbook is created and downloaded.

Report File Naming

Generated files follow the pattern:

{report-type}-{board-name}-{date}.pdf
{export-type}-{board-name}-{date}.xlsx

Example: kpi-dashboard-production-line-3-2026-03-31.pdf

Report Content Details

KPI Dashboard PDF

The KPI Dashboard PDF includes:

• Header — Organization name, board name, generation timestamp, "CONFIDENTIAL" marking
• Summary bar — Total KPIs, green/amber/red counts
• KPI cards — One section per SQCDP category, each KPI showing:
  • Current value with unit
  • Target value
  • Traffic-light status (green/amber/red)
  • Trend indicator (up/down/stable)
  • Sparkline chart of recent values (last 10 data points)

Action Log PDF

The Action Log PDF includes:

• Header — Organization name, board name, filter summary, generation timestamp
• Summary statistics — Total actions, open, overdue, by priority breakdown
• Action table — One row per action with:
  • Title and description
  • Status and priority with color coding
  • Assignee name
  • Due date with overdue highlighting (red if overdue, with days overdue count)
  • TIER level
  • SQCDP category

Excel Workbook Features

All Excel exports include:

• Formatted headers — Bold white text on blue background (ProBeya brand color)
• Auto-width columns — Column widths adjusted to fit content
• Frozen header row — Top row stays visible when scrolling
• Alternating row colors — Light gray on alternate rows for readability
• Color-coded status cells — Green, amber, red backgrounds for status/alert values
• Workbook metadata — Author, organization, generation timestamp

Scheduled Reports

Report schedules automate the generation and email delivery of PDF reports on a recurring basis.

Creating a Schedule

1. Navigate to Settings > Report Schedules.
2. Click + New Schedule.
3. Configure the schedule:

Field	Description	Options
Name	Descriptive name for the schedule	Free text
Report Type	Which PDF report to generate	KPI Dashboard, Action Log, Escalation Report
Board	Which board to report on	Select from available boards
Frequency	How often to generate	Daily, Weekly, Monthly
Day of Week	For weekly schedules, which day	Monday through Sunday
Day of Month	For monthly schedules, which day	1 through 28
Hour	What hour (UTC) to generate	0 through 23
Recipients	Email addresses to deliver to	Comma-separated emails

4. Click Save. The schedule is active immediately.

Schedule Frequency

• Daily — Report generated every day at the configured hour (UTC)
• Weekly — Report generated on the configured day of the week at the configured hour
• Monthly — Report generated on the configured day of the month at the configured hour

tip

For weekly TIER 2 management reports, schedule for Monday morning (e.g., 07:00 UTC) so managers have the previous week's data ready for the Monday review meeting.

Managing Schedules

• Enable/Disable — Toggle a schedule on/off without deleting it. Useful during holiday periods.
• Run Now — Manually trigger a scheduled report for testing. The report is generated immediately and delivered to all configured recipients.
• Edit — Update any schedule field (name, frequency, recipients, etc.).
• Delete — Permanently remove a schedule.

Report Delivery

When a schedule triggers:

1. The system generates the PDF report using the latest board data
2. The PDF is uploaded to S3 storage
3. An email is sent to each recipient with a download link
4. The download link is valid for 24 hours

Cron Endpoint

Scheduled reports are triggered by a protected HTTP endpoint that should be called by an external scheduler:

# Recommended: every 15 minutes
*/15 * * * * curl -s -X POST https://demo.probeya.com/api/cron/reports \
  -H "x-cron-secret: $CRON_SECRET"

Storage and Retention

• Generated reports are stored in S3-compatible storage
• S3 object keys include the organization ID for tenant isolation: reports/{orgId}/{type}-{timestamp}.pdf
• Download URLs are presigned with a 1-hour expiry for on-demand exports
• A 10-second timeout is enforced on report generation to prevent runaway processing

Permissions

Action	Required Role
Generate PDF/Excel reports	Any board member with read access
View report schedules	Organization admin
Create/edit report schedules	Organization admin
Delete report schedules	Organization admin
Receive scheduled reports	Any user added as a recipient

Related Features

• KPI Boards — KPI data is the primary source for dashboard reports
• Action Log — Action data populates the action log report
• Escalation Engine — Escalation history populates the escalation report
• CSV Import — Imported data appears in exported reports