Saved Reports & Report Exports

Three ways to get data out of Records, for three audiences:

Need	Use
A quick list of what is on screen	Export this list (CSV / JSON) from the work queue.
A repeatable tabular report over one definition's records, grouped and aggregated	Saved reports.
A file an outside agency receives on a schedule or when a record is finalized	Report exports (export templates) attached to a Workflow or a schedule.

Prints, PDFs and compiled packets are covered in Authoring and Dashboard & queue.

Saved reports

Records → Reports → Saved reports (requires Manage record reports).

Setting	Notes
Report name / Definition	One definition per report. Pick the definition to choose columns.
Columns	Record columns (number, state, occurred, author, group, unit …) plus the definition's fields.
Sort by / Descending / Group by	Grouping produces sub-totals.
Aggregates (JSON)	Count, Sum, Average, Min, Max on aggregatable fields.
Filters (JSON)	Field filters (equals, contains, range).
Version mappings (JSON)	How fields on older definition versions map to the current columns. Unmapped versions are included with blank cells.
Max rows / Include drafts / Include restricted fields	Restricted fields still require the viewer to hold View restricted records.

Validate, Run (on screen) or Run CSV. Results respect record visibility.

Report exports (export templates)

Records → Manage → Report exports designs the file an agency without an API receives — a state fire marshal, an insurer, a city finance system.

Setting	Notes
Export name / Key	The key (lower-case, digits, hyphens) is referenced by Workflow steps and the agency's import — it never changes once in use.
Format	CSV (with delimiter and header options), JSON, or fixed formats.
Scope	The triggering record (used from a Workflow on a Records trigger) or All records finalized in a window.
Record definitions	Leave all unchecked to export every definition.
Columns	From a fixed, reviewed catalog in three tiers: identity, dates, codes and counts (always allowed), narrative and personal detail (Tier 2) and restricted sections (Tier 1) — the last two need their switch and an egress acknowledgement.
File name	Tokens {template}, {date}, {record}.
Schedule	None (Workflow only), daily, weekly, monthly, with hour, weekday / day-of-month and a window (days) (0 = the schedule period).

Run now renders the export for you to check before an agency sees it (every record it contains is audited as an export). Runs lists each generation with record count, size, whether protected fields were withheld, and a download.

Under Advanced Data Protection protected columns are written as REDACTED unless the egress acknowledgement is recorded.

Attaching an export to a Workflow

In the Workflow designer, an email or file upload step on a Records trigger (Record finalized, Record amended) can attach any export listed here. A scheduled export raises its own trigger when it runs, so you can email or upload the file wherever it needs to go.

Setup examples

Need	Configuration
Monthly run summary to the county	Saved report on Run grouped by call type with Count; run CSV on the 1st.
State fire marshal wants every finalized incident nightly	Report export, scope window, definitions NERIS incident, safe-tier columns, daily at 02:00, Workflow SFTP upload step.
Insurer requests one incident	Compile a packet from the queue (PDF), or a Workflow email step with a triggering record export.

Technical reference

Item	Value
Routes	/User/RecordSavedReports/{Index,Edit,Run,RunCsv}, /User/RecordsExportTemplates/{Index,Edit,Runs,Download}, /User/Records/ExportList
Model	RmsSavedReport, RmsExportTemplate, RmsExportRun
Permissions	ManageRecordReports (64), ExportRecords (57), ShareRecordsExternally (58) for emailed packets
Workflow	Export templates are selectable on email / file actions; scheduled exports emit RecordExportGenerated