When gas finishes a report, it automatically sends it to the people chosen by the person who set the report up. Delivery takes two forms: an alert inside the application under the bell icon and an email with a link for downloading the PDF. This article explains how recipients are set, what exactly they receive and how every team member can adjust or completely switch off their own subscription.
Before you start
- Recipients are set by whoever creates or edits the report. You need the Administrator or User role for that. The Viewer role can view and download a report, but cannot change its settings.
- The recipient list only makes sense for a report that is generated automatically on a schedule. Nothing is sent to anybody for a one-off report, we describe this in a separate section below.
- Only user accounts that belong to the same customer account as the report and have an email address filled in can be selected as recipients. Someone from outside who does not have an account in gas cannot be added to the list, you will find the options in the section A recipient without a gas account.
Procedure: adding recipients to a report
- Open Reports in the left menu.
- Click the report you want to edit, or create a new one.
- In the Run type field select Automatically and set the Schedule (Weekly, Monthly, Quarterly or Yearly). The recipients card only appears for automatically generated reports.
- Scroll down to the Email delivery card.
- In the Recipients field choose one of the two options. All customer account users means the report goes to every member of the given customer account team, including people you invite to the team later. Selected users means the report goes only to the people you tick.
- If you chose Selected users, tick the people who should receive the report in the User accounts list. Each entry shows a name and an email address. You have to select at least one, otherwise the settings cannot be saved.
- Click Save settings.
The card is called Email delivery, but the choice of recipients also controls who is reminded about the finished report by an alert inside the application.
What happens next
An automatic report is always generated on the third day after the end of the tracked period, after nine in the morning. The delay is intentional: platforms such as Facebook or Google are still finalising the numbers for the last few days, so the report is only created once the data is complete.
As soon as the PDF is ready, gas sends it out in two ways at once:
- In-app alert. Every recipient sees an alert "Report ready" with the report name under the bell icon in the top right corner. Clicking it downloads the PDF. This route requires you to be logged in to gas.
- Email. The recipient gets a message at the address they use to log in to gas. The subject is "Report ready" with the report name, and the body contains the customer account name, the tracked period and a Download PDF button.
The link in the email works even without logging in and is valid for roughly three months from sending. If you open it later, gas redirects you to the login screen and you download the report from the archive.
Finished PDFs stay in the application in the Reports section on the Archive tab, where you can download them again at any time.
It is better not to forward the email with the report. The download link in it works without logging in, so anyone who gets hold of the link can open the PDF. If you want to pass a report on to someone, download the PDF from the archive and send it as an attachment.
A one-off report is not sent to anybody
If the report has One-off in the Run type field, the Email delivery card is not shown at all and gas sends no emails. Only the person who started the generation gets an in-app alert, as a confirmation that it is done. If you want to send such a report to colleagues, download the PDF in the Reports section on the Archive tab and send it yourself. If the team should receive the report regularly, switch it to Automatically and choose the recipients.
Email language and document language
The email about a finished report always arrives in the recipient's language, that is the one the person has set in Settings → User profile → Profile in the Language field. The document itself, on the other hand, is in the language in which the report was saved: when saving, gas remembers the interface language of whoever last saved the report settings. So a colleague who has the application switched to German may receive a German email with a Czech PDF. To change the document language, switch the application language to the one you want, open the report and click Save settings again.
Who decides about delivery
Delivery is governed by two independent layers and it helps not to mix them up:
- The report author decides who may receive the report. The selection in the Email delivery card creates the recipient list. This is the widest possible circle of people.
- Each recipient decides for themselves whether they want the emails. In their user profile they can unsubscribe from an individual report, or switch off report emails completely. The author cannot override this decision, they can see an unsubscribed person in the recipient list, but no email can be sent to them.
You can spot this from the note right in the report editor: in the User accounts tick list, an unsubscribed person has the note "currently unsubscribed from report emails".
Your own report subscription settings
Every user account has its own overview of the automatic reports it is subscribed to, and can unsubscribe from any of them.
- Click Settings, then User profile and choose Report subscriptions.
- The table shows all automatic reports from all customer accounts you have access to. Each row shows the Customer account, the report name and the Schedule.
- In the actions column click the bell icon. For a report you are currently subscribed to it is green and the button offers Unsubscribe. For an unsubscribed report the bell is crossed out and the button offers Subscribe.
- The choice is saved immediately, there is nothing to confirm.
Unsubscribing always applies to one specific report and to email only. Alerts under the bell icon in the application keep coming.
You can also unsubscribe straight from a received email without logging in: the footer of the message contains the link Manage the email subscription for this report, which opens a page with a single Unsubscribe button. Some email programs offer the same function with their own unsubscribe button near the message header. You can subscribe again through the same link or in the Report subscriptions overview.
Switching off all report emails at once
If you do not want to receive report emails at all, from any customer account, switch them off with a single checkbox:
- Open Settings → User profile → Notifications.
- Find the Reports group.
- Untick the Email box. Emails about finished reports from all customer accounts will stop.
- The In-app box controls the alerts under the bell icon. Unticking it makes those disappear too.
A confirmation of a one-off report you started yourself reaches the application even when you have the Reports group switched off. It is a response to an action you have just started yourself, not a mailing.
A recipient without a gas account
Only a user account that belongs to the given customer account and has an email address can be a report recipient. You cannot add a client, an agency partner or anyone else from outside to the recipient list. You have two options:
- Invite them to the customer account as a Viewer. In Settings → Customer account → Users invite them by email and assign them the Viewer role. That lets them view data and download reports, but change nothing. Once they accept the invitation, they appear in the recipient list and the report will be sent to them automatically. Inviting users is described in the article Users and roles.
- Send them the PDF yourself. Download the finished report in the Reports section on the Archive tab and attach it to your own email. Do not forward the link from the email from gas for this purpose, see the warning above.
Common problems
The report did not arrive at all, neither by email nor in the application
First check whether it was generated at all: open Reports and look at the report status and at the next run column. An automatic report is only created on the third day after the end of the period, so shortly after the end of the month it may not exist yet. When a report is missing or incomplete, this is covered by the article When a report is missing or incomplete.
The report was generated, but the email did not arrive
Check three places in this order:
- Are you on the recipient list? Open the report and on the Email delivery card check whether you are ticked. Only an Administrator or a User may make the change.
- Are you unsubscribed? Look in Settings → User profile → Report subscriptions to see whether the bell next to the report is green.
- Do you have report emails switched off altogether? In Settings → User profile → Notifications the Reports group must have the Email box ticked.
If everything is in order and the email still did not arrive, check your junk mail folder and then write through the contact form. Include the report name, the customer account and the period it covers.
The report arrived only to some people in the team
Most often because the report has Selected users in the Recipients field and the others are not ticked in the list. The second common cause: the missing recipient unsubscribed themselves, which you can tell from the note "currently unsubscribed from report emails" next to their name in the report editor. In that case you cannot change the setting for them, only they can cancel the unsubscribe in their own profile.
Colleagues did not receive a report I ran as a one-off
One-off generation sends nothing to anybody, only the person who started it gets an alert. Either download the PDF on the Archive tab and send it to your colleagues yourself, or switch the report to Automatically in the Run type field, choose the schedule and add the recipients.
The email with the report ends up in spam
Add the address info@gas-online.cz to your trusted senders, or ask your company mail administrator to do it. It also helps to mark the message in the junk mail folder as "not spam", so that it is delivered to the inbox next time. Until then you can download the report at any time in the Reports section on the Archive tab.
The recipient list is empty and an orange warning is showing
The message "No customer account user with an email address is available for scheduled reports" means that there is nobody in the customer account the report could be sent to. Invite at least one person to the customer account in Settings → Customer account → Users and then go back to the report.
I cannot see any recipients card in the report settings
The Email delivery card is only shown when Run type is set to Automatically. It is intentionally missing for a one-off report, because nothing is sent to anybody.
It will not save, it says I have to select a recipient
The message "Select at least one recipient" appears when the Selected users option is chosen but nobody is ticked. Either tick somebody, or switch the Recipients field to All customer account users.
I want to unsubscribe from the reports I am getting
Open Settings → User profile → Report subscriptions and click the bell next to the report in question, the button will offer Unsubscribe. A quicker route leads straight from the received email through the Manage the email subscription for this report link in its footer.
I unsubscribed by mistake and want the reports back
In Settings → User profile → Report subscriptions click the crossed-out bell next to the report, the button will offer Subscribe. The subscription applies from the next generated report, nothing is sent out retroactively. You can download the report for the period that has passed in the meantime on the Archive tab.
The download link in the email no longer works
The link is valid for roughly three months from the sending of the report. After it expires, gas redirects you to the login screen. Log in and you will find the report in the Reports section on the Archive tab.
The alert under the bell icon does not appear, but the email arrives
Check Settings → User profile → Notifications: the Reports group must have the In-app box ticked. Also check the main All notifications switch at the top of the page, because switching it off switches off all groups at once.
Reports are still going to someone who has left us
Recipients are always taken from the current list of customer account members. Once an Administrator removes that person in Settings → Customer account → Users, the reports stop going to them by themselves, even if they remained ticked in the report settings.
A new colleague is not receiving the reports
When a report has Selected users in the Recipients field, newly invited team members are not added to the list by themselves. Open the report and tick the new colleague, or switch to All customer account users, where recipients are added automatically.
The email is in English, but the PDF arrived in a different language
That is how it should be: the email follows the recipient's language, the document follows the language in which the report was saved. The procedure for changing the document language is above in the section Email language and document language.