--- title: "Managing reports" description: "Find, filter, rename, duplicate, delete, export and share your reports, one row per report with its markets, frequency and last run, and what each run status means." url: https://help.rankprompt.com/en/articles/25-managing-reports collection: "Reports" updated: 2026-10-28 language: en --- # Managing reports Find, filter, rename, duplicate, delete, export and share your reports, one row per report with its markets, frequency and last run, and what each run status means. Every report of a brand, run once or on a schedule, is one row on **Reports**, under Visibility in the sidebar (keys **G** then **R**). A row is the report itself; its runs and their results in each market live on its page. * * * ## The top of the page - **Ask agent** opens the agent with this list in view - **Create report** opens the form (see [Creating a report](https://help.rankprompt.com/en/articles/22-creating-a-report.md)) * * * ## Filtering the list

Control	Options
Search	By report or market name
Kind of report	All reports, One-off or Scheduled
Place	All places, or one city or one of your places

* * * ## The reports table

Column	What it shows
Name	Click it to open the report
Markets	Where it measures: a country, cities or your places
Frequency	Once, or how often it runs; hover it for the next run
AI platforms	The AI platforms it asks
Prompts and Runs	How many prompts it asks and how many times it ran
Last run and Last run status	When it last ran and how that run went
Visibility	Of the answers the last run collected, the share that named your brand
Created	When it was created

Owners and editors get row actions: **Rename**, **Duplicate**, **Share** (once the report ran) and **Delete**. The export button above the table prepares the brand's whole history (every answer and its citations) as a download. * * * ## Run statuses

Status	What it means	What to do
Queued	The run is about to start	Wait
Running	The AI platforms are answering	Wait; the page updates on its own
Completed	Every market is in	Open it
Partly failed	Some markets failed	Retry failed markets on its page runs only those
Failed	The run did not finish in any market	Retry failed markets on its page

If a few prompts keep failing, they are retried automatically; if they fail every retry, the result completes with the answers it has and the credits for those prompts are refunded, and the notice that the run finished says how many credits came back. * * * ## Duplicating a report **Duplicate** copies a report's markets, prompts and AI platforms into a new one, ready to edit and run. Nothing is charged until you run it. On a report's page, **Duplicate to brand** copies it into another brand you edit, with that brand's name in the prompts. See [Managing your Scheduled Reports](https://help.rankprompt.com/en/articles/31-managing-your-scheduled-reports.md). * * * ## Deleting reports - An owner or editor can delete a report that ran once at most - Only the brand owner can delete a Scheduled Report, or a report that ran more than once - A report can't be deleted while a run is under way To delete several at once, select their rows, click **Delete** and confirm. Deleting removes the report with every run and result, and can't be undone. To remove a single market's result from one run, use **Remove this result** on the report's **History** tab. A report that never ran and that nobody touches for 90 days is deleted on its own. A report that ran is never deleted this way. * * * ## Once or on a schedule

	Runs once	Scheduled
Runs	When you start it	On its own, at its frequency and time, and whenever you click Run now
Good for	A baseline, testing prompts, checking a change	Tracking the same prompts over time
Frequency column	Once	Daily, weekly or monthly

Schedule a report from its page (**Schedule**, or **Settings** and **Runs on a schedule**): it stays the same report, with its history. See [What is a Scheduled Report?](https://help.rankprompt.com/en/articles/26-what-is-a-scheduled-report.md). * * * ## Downloading and sharing a result Open a result of a report and use the actions in its header: - **Export PDF** downloads it as a document, named after the brand and the month of the run; it takes a moment to prepare. If you change your white label branding, the next export picks up the new look - **More > Export CSV** or **Export JSON** downloads the answers - **Share** creates a read-only link (see [Shares](https://help.rankprompt.com/en/articles/82-shares.md)) - **Schedule** runs the report again on its own Every PDF you export is also kept in **Visibility > Client reports**. Choose **Exports** at the top of the list to see only those. Click one to preview it, download it again, open the run it prints, or **Make an editable copy**: a client report of your own with the same blocks, which you can rename and edit, while the export stays as it is. The PDF of a share link cannot be copied; change the share instead. To build a branded document for a client, with a cover, the blocks you choose and a new version every month, use **Visibility > Client reports**. * * * ## Next steps - [Understanding report results](https://help.rankprompt.com/en/articles/24-understanding-report-results.md): read every tab - [What is a Scheduled Report?](https://help.rankprompt.com/en/articles/26-what-is-a-scheduled-report.md): set up recurring tracking - [The AI visibility page](https://help.rankprompt.com/en/articles/32-ai-visibility-overview.md): every report in one view - [Improve your results](https://help.rankprompt.com/en/articles/20-improve-your-results.md): turn a report into action * * * ## Questions? Email [support@rankprompt.com](mailto:support@rankprompt.com) and I'll help.