How do I schedule reports and add AI commentary?
Send any report by email weekly, monthly or quarterly, and let WriteWorks AI write the commentary, steered by tone, length and your own guardrails.
Any report can be sent automatically by email on a weekly, monthly or quarterly schedule. Each send pulls fresh figures for the period and can include newly written AI commentary, so the report explains itself rather than arriving as a wall of numbers. Recipients don't need a WriteWorks account.
How to schedule a report
- Open Reports from the Measure section of the sidebar and open the report in the builder.
- Click Automate delivery. The Automate this report window opens.
- Choose a Frequency: Weekly, Monthly or Quarterly.
- For a weekly send, pick the Day. For monthly or quarterly, pick the Day of month, from the 1st to the 28th. Quarterly sends go out in January, April, July and October.
- Choose the Time. It uses your own time zone, shown beside the picker, and stays at that local time when the clocks change.
- Add Recipients. Type an address and press Enter, or paste a list.
- Add an optional Intro message, a line at the top of every send.
- Tick Include fresh AI commentary in every send and Attach a PDF if you want them, then click Create schedule.
All your schedules are listed on the Schedules page, where you can pause, resume or delete each one. Delivery history shows every send, scheduled or manual, with its period, recipients and the outcome for each recipient. When a scheduled report goes out, you and anyone it's shared with get a Report ready notification saying how many recipients it reached.
The AI commentary card is where WriteWorks AI reads the figures on a slide and writes the analysis. Click Generate for a draft, or click Edit to write it yourself. In the card's settings, choose a Tone (Executive, Analyst or Client), a Length (Short, Medium or Long) and a Format (Paragraphs or Bullet points). To steer every card in the report, click AI guardrails in the builder and write your house rules, such as "Lead with the result" or "Never name a competitor". A card can also have its own guardrails, which override the report's.
- Generating commentary uses AI tokens. Fresh commentary in a scheduled send is charged to your organisation's plan. If you're out of tokens, the report still goes out, just without new commentary.
- The scheduled PDF is built on the server as a typeset document with the same figures. For a pixel-accurate copy of the slides, export from Preview and use Email with PDF.
- If nothing on the report returns data for the period, the send is skipped and shown as failed in Delivery history. This usually means a data connection has dropped.
- Sends are skipped while an organisation is locked, and pick up again at the next scheduled slot.
Tip: point a new schedule at your own address first. Check the email and the commentary, then add your client or team.
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