After the 'Request Reports' toggle has been enabled under the requesting initiative classification (see Status Reporting Configuration), you will be able to start managing status reports.

Automated Status Updates

Status update requests can be automated instead of created one reporting period at a time, by setting up a Report Group. A Report Group defines a recurring schedule and the criteria used to automatically select which Initiatives are included in each new report period.

Creating a Report Group

1. From the Manage Status Updates page, click + New
2. Select Report Group.
3. Under Report Group Properties, enter a Report Group Name.

4. To automate future report periods, turn on Schedule Periods (off by default), then set:

   • Frequency — Weekly, Every 2 Weeks, or Monthly
   • Day of the week (or Day of the month for Monthly) — which day new periods are created on
   • Time of day — the hour and minute periods are created, based on your instance's timezone under Site Settings
   • Start Date — when the first automated period should be created

   The Next Report Period summary shows when the next period will be created, or "Not scheduled" until a Start Date is set.

5. If Schedule Periods is on, continue to Define Request Criteria: add one or more filters (Classification is always included and can't be removed — others include Current Stage, Risk/Financial/Schedule/Issue/Overall Status, and mapped custom fields), and choose whether an initiative must match All or Any of them to be included. You can add up to 7 criteria.
6. Continue to Assign Report Templates and choose a report template for each Classification selected in the previous step.
7. Click Create Report Group (or Continue, if Schedule Periods is on) to save.

Editing a Report Group

The Report Group Name, scheduling fields, criteria, and templates can all be changed later from the Manage Status Updates page. Turning Schedule Periods off stops future automatic periods without affecting ones already created, and changes to criteria or templates only apply to periods created after the change — an inline message flags this when you edit them. Report Groups can't currently be archived or deleted.

To access the 'Manage Status Updates' page:

1. Navigate to the requesting initiative
2. Select Tools in the menu
3. Click Manage Status Updates

The Manage Status Updates page allows you to perform the following actions:

• Create a new reporting period
• Review the status of reports within the current reporting period
• Edit a reporting period
• Send reminders for overdue reports
• View submitted reports
• Edit submitted reports
• Withdraw report requests
• Access previous reporting periods

Create a new ad hoc reporting period

The list of initiatives that are available to request reports from will be any lower level initiatives that have the 'Submit Reports' toggle enabled under their classification. (see Status Reporting Configuration). Importantly, only one reporting period can be active at a time for each individual initiative.

After selecting the desired initiatives, you will be able to 'Create a new reporting period'

Under each reporting period you will be able to:

• Choose a Report Group — the parent group this period belongs to. This is required, and lists any Report Group that exists on the initiative, A-Z.
• Define the reporting period name
• Set a due date
  • The default selected date value is 7 days from today's date. Although any reporting cadence can be manually set here (eg. 30 days from today's date for monthly reporting)
  • Once the due date has passed, all report statuses for the requested period will change from 'Not Submitted' to 'Overdue'
• Review the list of selected initiatives — if the Report Group you chose has Schedule Periods enabled, initiatives are pre-selected based on that group's criteria. Expand See [x] active report group criteria above the list to review them (green = "is", red = "is not").
• Send a status update request
  • This will trigger an email notification to the initiative owner and make the report form available under the 'Status Report' navigation item for them to complete and submit

Review the status of reports

The Manage Status Updates table allows the program manager to view the current status of each report. The status of a report could be one of the following:

• Not Submitted
  • A report has been requested, but not yet submitted
• Overdue
  • A report has been requested, but not yet submitted and the due date has passed
• Expired
  • A report from a previous reporting period that was not submitted or approved at the time the reporting period was closed
• Submitted
  • A report that has been requested and submitted
  • Only applicable if there is not a Status Reporting workflow assigned (or there are no assigned approvers in a workflow)
• Pending Approval
  • A report that has been requested, submitted and awaiting review
  • Only applicable if there is a Status Reporting workflow assigned
• Rejected
  • A report that has been requested, submitted and has been sent back to the initiative owner with feedback and a request to resubmit
  • Only applicable if there is a Status Reporting workflow assigned
• Approved
  • A report that has been requested, submitted, reviewed and approved
  • Only applicable if there is a Status Reporting workflow assigned

Edit a reporting period

If you need to add or remove initiatives from a reporting period, either because of a mistake or changing requirements, this can be done with the Edit button.

Clicking on Edit will reinstate the checkbox column, giving you two extra options:

1. Remove an initiative from the reporting period
2. Add an initiative to the reporting period

After the changes are ready, click Save to commit them. Removed initiatives will receive a notification that the request has been withdrawn.

You can also change the reporting period's Report Group from the Edit sidesheet — this doesn't affect the initiatives or templates already assigned to the period.

Depending on the period's current state, the Edit sidesheet also offers:

• Close Period — available while the period is Open. Moves it to Closed and makes it read-only.
• Archive — available once the period is Closed. Moves it to Archived and makes it read-only.
• Restore and Delete — available once the period is Archived. Restore returns it to its previous state; Delete removes it permanently.

Each of these actions shows a confirmation prompt before taking effect.

Send reminders for overdue reports

A reminder email notification can be sent to initiative owners that have reports with a status of:

• Not Submitted
• Overdue
• Rejected (if there is a Status Reporting workflow assigned)

View submitted reports

Once a report has been submitted, the 'View' button would be visible within the table. This will open an individual status update to review the submitted report and access the approval workflow (if assigned).

Withdraw report requests

Individual status report requests can be withdrawn from the current reporting period. This option will be available for reports with the following statuses:

• Not Submitted
• Overdue
• Submitted
• Pending Approval (if there is a Status Reporting workflow assigned)
• Rejected (if there is a Status Reporting workflow assigned)

An email notification will be sent to initiative owners of 'Not Submitted' or 'Rejected' reports to let them know that the report is no longer required for submission.

Access previous reporting periods

Older reporting periods can be selected under the 'Show' dropdown. Submitted reports for these periods can also be viewed.