Overview
The Reports Hub is a redesigned reporting experience in vintrace that brings all your reports into one modern, centralized interface. This guide covers everything available to you in the new hub.
Accessing the Reports Hub
Click the Reports button in the main navigation menu to open the Reports Hub. It loads as a full-screen page with the "Available to run" tab selected by default.
The Reports Hub opens with two tabs:
- Available: every report you can run, grouped by category.
- Recent: the reports you've generated or emailed in the last 30 days.
When you open the Reports Hub, the right pane loads all available reports immediately listed alphabetically by name.
Browsing by Category
All report categories (e.g., Inventory, Sales, Bottling) are listed alphabetically in the left sidebar. Only categories you have permission to access are shown.
When you select a category, it becomes visually highlighted so you always know where you are. The selected category remains highlighted while you browse its reports in the right pane.
Each report row shows its category name on the right side of the line item
The list automatically updates when you select a category from the left pane
Viewing Reports in a Category
Once you select a category, its available reports appear alphabetically in the right pane. Each report displays:
Report name
Format tags showing which output types are available for that report:
PDF (pink)
Excel / CSV (green)
Chart (purple)
Doc (blue)
Only reports your account has permission to run are shown.
Searching for a Report
Use the search bar in the left pane to find a report by name. Enter at least 3 characters to get results.
Search results appear in the right pane, sorted by category, then alphabetically by report name. Each result shows the report name and its category so you can select with confidence.
Results are automatically filtered to only show reports you have permission to access.
How search interacts with category browsing:
While a search is active, no category in the left pane appears selected.
Clicking a category clears the search and switches the view to that category's reports.
Clearing your search, or clicking away from the search bar, returns you to the view you were in before — either the full all-reports list or your last-selected category
Opening Report Configuration
There are two ways to open a report's configuration:
From a category view — click the Configure button on the right side of the report row.
From search results — click the report name directly.
Either action opens the configuration panel as a pop-up window, pre-filled with the correct parameters for your account. When finished, click Close to dismiss the panel.
Saved Configuration: Reporting
When you generate a Report, your configuration settings are automatically saved. The next time you open it, your most recently used settings are pre-populated — saving you time on repeat runs.
Things to know:
Settings are saved across sessions (they persist after logging out and back in).
Your current user permissions are always validated on load.
Date fields always default to today's date and are not carried over from your last run.
Permissions
Your role controls what you can see and access throughout the Reports Hub:
Only categories and reports you have permission to view or run are displayed.
This applies to both the category browser and search results.
Configuration panels load with the parameters appropriate for your user account.
Accessing Custom Searches
A Custom Searches link appears in the left pane, above the Categories list.
Clicking it opens the existing Custom Searches screen in a pop-up window
All existing Custom Searches functionality is available within the pop-up, including creating new custom searches
This link is always visible regardless of which category or search is active
Recent Reports Tab
Every report you generate or email is saved for 30 days and listed in the Recent tab, so you can download it again without re-running it. This includes emailed reports of any size.
Viewing your report history
Each report entry displays:
Field | Details |
|---|---|
Report name | The name of the report that was run |
Category | The category the report belongs to |
Requested by | The name of the user who triggered the report |
Date & time | When the report was requested |
Time since run | Shown as hours (up to 23 hrs), then counted in days |
File size | The size of the generated report file |
File type | The output format (e.g., PDF, Excel, CSV) |
- Click the download icon to get the original file. Files over 10 MB download as a .zip.
- You only see reports you ran yourself.
- After 30 days the status changes to Expired and the report can't be downloaded. Run it again from the Available tab.
Large Reports: Background Generation & Delivery
Reports that generate files larger than 10 MB are processed differently to ensure they don't time out or get lost.
How it works
You configure and trigger the report as normal
The report is generated in the background, you can continue working in vintrace
Once complete, the file is securely stored in cloud storage (not sent as an email attachment)
You receive an email notification containing a download link for the report
Email download link
The email link is:
Secure and private — only accessible when you are logged in to your vintrace user account
Valid for 24 hours from the time the report completes — this gives you time to finish your day and download the file the following morning if needed
If you click an expired link, you will see a message letting you know the link is no longer valid and directing you back to vintrace to re-run the report
On failure
If report generation fails for any reason, an error notification email is sent to you automatically so you can re-run or escalate.