The archive is a list of finished PDF documents that were created earlier for your customer account. It comes in handy when you need to find a report for an older period, send it to a colleague or a client, or check when the next monthly overview will appear. Documents in the archive are closed files: they look exactly as they looked on the day they were created.
Before you start
Reports have to be part of your customer account plan. If you do not see Reports in the main menu, your plan does not include reports. To have them added, write through the contact form.
The archive belongs to the customer account, not to you personally. Everyone who has access to that customer account can see it, and everyone sees the same documents. When you switch to another customer account, the content of the archive is replaced with the documents of that other account.
How to get to the archive
- In the main menu, click Reports.
- In the page header, click the Archive button.
- A table with folders and individual files opens. To get back to the report overview, use Reports in the main menu or the back button in your browser.
What you will find in the archive
Rows are organised into folders, which you expand by clicking the arrow next to the name.
Monthly reports. An automatically prepared monthly overview for the whole customer account. gas creates it on its own for the month that has just ended, you do not have to request it. Inside the folder there are years and, within them, individual months, for example a file named "06 – June.pdf". On the right of this folder there is a toggle labelled Subscribe to monthly reports by email (the label appears when you hover over it). When you turn it on, every new monthly document will be sent to the email address of your user account. The toggle applies only to you, it does not subscribe or unsubscribe other members of the team.
Old statistics generator and PDF storage. These two folders appear only if such files exist in your customer account. They are older documents from earlier versions of gas that remained stored.
Reports that you create yourself on the Reports page are not shown in the Archive. Their finished documents are available directly at the report in question on the Reports page: the button with the down arrow downloads the latest finished document, and for recurring reports there is a list of periods below the report card, where each run has its own download button.
What the table columns mean
- Name: the tree of folders and files. The arrow on the left expands or collapses a folder.
- Created: when the document was created. It is shown as the time since creation (for example "2 months ago"), and hovering over it switches to the exact date and time.
- Size: the file size in kilobytes (KB) or megabytes (MB). For a folder it is the total size of everything inside.
- Schedule: stays empty for archive documents. The generating schedule is set for individual reports on the Reports page.
- Next run: for the Monthly reports folder it shows the date and time when the next monthly document is due, that is the third day after the end of the month, in the morning. The delay is intentional, so that the individual networks have time to finish calculating complete figures. For other rows the column stays empty.
- Actions: icons for working with the document, described below.
The run states you know from the Reports page (Waiting to run, Running, Ready to download, Error) are not shown in the archive. The progress of generating is tracked at the individual reports; the archive contains only documents that have already been created.
How to search and sort in the archive
- Click a column name to sort the table. By default the newest documents are at the top, according to the Created column.
- A more detailed selection is offered by the menu in the column header. In the Created column you can filter a specific date or a range, in the Size column a size range. You can cancel the filter again with the button inside the filter box.
- The table is paginated in fifteen rows. Page switching and the number of rows per page are below the table.
- With the Columns button above the table you can hide and show columns again, and with the Enter fullscreen button you can stretch the table across the whole window.
gas remembers the sorting and column widths you set in your browser, so the next time you open the archive you will see it the way you left it.
The Export CSV, Export Excel and Print buttons above the table (on a computer) work with the list of documents, not with the documents themselves. So what gets exported is an overview of what is in the archive, not the content of the reports.
How to download a finished PDF
- Expand the folder and find the row with the document.
- In the Actions column, click the blue icon with the down arrow (Download report).
- A new browser tab opens and the file starts downloading. You will find it wherever your browser saves downloaded files, usually in the Downloads folder.
Sharing with a link
Next to the download there is a chain icon, Copy link. gas prepares a link directly to this document and puts it on your clipboard, so you can paste it into an email or a message. The green message Link copied to clipboard confirms that it worked and offers an open button for a quick check.
The link opens the document for anyone who receives it, even without logging in to gas. Send it only to people who are supposed to have the data. The link is valid for a limited time, after a few hours it stops working. When you need it again, copy a new one.
Links in emails with a report have a different validity. Those work for roughly three months from the moment they were sent. Once they expire, clicking them opens the login screen with the notice "This report download link has expired. After you log in, you will find the report in the Reports section."
Deleting documents from the archive
Older documents (the Old statistics generator and PDF storage folders) have a red bin icon in the Actions column, Delete report. After you click it, the Delete report window opens with the question "Do you really want to delete the report …? This action cannot be undone.", and you confirm the deletion with the Delete button.
Documents in the Monthly reports folder do not show the bin icon, they cannot be deleted.
Deletion is irreversible, gas has no bin from which a file could be restored. If you want to keep a document, download it first and only then delete it.
How long documents stay in the archive
gas does not clean up the archive by age on its own. A document that has been created stays available until someone deletes it manually or until the report it belongs to is deleted. So generated documents are not lost after a month or after a year.
What happens to the archive when you delete a report or change its settings
- Deleting a report on the Reports page (only the Administrator role may do this) also removes all of its generated documents, data and run history. The application warns you about this in the confirmation window and the action cannot be undone. If you want to keep the documents, download them beforehand.
- Changing the report settings (name, sections, profiles, period) takes effect only in the following runs. Older documents do not change, each run keeps the form of the settings from the time it was created.
- Deleting and editing your reports does not affect monthly reports or older folders, those documents are not tied to report settings.
A finished PDF is a closed document and gas does not recreate it on its own. When you upload a new logo or change the print settings, that shows only in documents created afterwards, an older PDF keeps the original logo. Uploading a logo is described in the article Logo and print settings.
There is one exception. If a report came out without one of the profiles because its connection was interrupted at that moment, gas prepares the complete version again once the connection is restored. A new document is created and the original one stays unchanged.
Common problems
The report I created is not in the Archive
The archive contains monthly overviews and older documents from earlier versions of gas. Your own reports keep their finished documents with them on the Reports page. Open Reports, find the card with the name of the report and download the document with the down arrow button; for recurring reports there is a list of periods below the card with its own button for each run.
Nothing new appeared in Monthly reports for the last month
The monthly document is created only on the third day after the end of the month, so that the individual networks have time to finish calculating complete figures, and it is prepared gradually during the day. You can see the date of the nearest creation at the Monthly reports folder in the Next run column. If the document has not appeared even several days after that date, write through the contact form.
The download did not start, or an empty tab opened
The download opens in a new browser tab. If the browser has pop-up blocking turned on, it may block it. Allow gas to open windows and click the download icon again. It also helps to try another browser or a window without extensions.
The copied link to a document no longer works
A copied link is valid for a few hours only, then it expires. Open the Archive, click the chain icon at the document again and send out a new link. If someone needs to see the document repeatedly, it is better to send them the downloaded file directly.
The link from the email says it has expired
Links in emails with a report are valid for roughly three months. After they expire, gas redirects you to the login screen with a notice that the link has expired. Log in and download the report directly in the application.
The archive contains only the Monthly reports folder and it is empty
That is how the archive looks for a customer account for which no monthly document has been created yet and which has no older files either. The Monthly reports folder is always shown, even when it is empty. The first document will appear in it after the first full month ends.
I do not know who on the team can see the archive
The archive is visible to everyone who has access to that customer account, regardless of their role. The documents are tied to the customer account, not to the user account of whoever created or ran the report.
A colleague sees different documents in the Archive than I do
You have probably each switched to a different customer account. Check which customer account each of you has selected and switch to the same one. After switching, the content of the archive loads again.
An older PDF has the old logo or is missing a section I added
Finished documents are not remade retroactively, changes in settings and a new logo show only in documents created afterwards. When you need an older period in the new form, create a new one-off report for that period on the Reports page. The number of runs may be limited by your plan.
The bin icon is missing at a document
Documents in the Monthly reports folder cannot be deleted, which is why they have no bin icon. Only older documents in the Old statistics generator and PDF storage folders can be deleted.
The archive is hard to use on a phone
Even on a phone the archive is shown as a table that has to be scrolled sideways, and the export and print buttons are not displayed on a small screen. For more comfortable work with the archive, use a computer or a tablet.
I do not see the Reports item in the menu at all
Reports are part of the customer account plan. If your customer account does not have them, the item is not shown in the main menu and the archive is not available. To extend your plan, write through the contact form.