Use People and Roles to Generate Project Reports
Generate organizational charts, stakeholder reports, and team structure documents using the people and custom roles you've defined. The system automatically populates reports with extracted organizational data.
This guide is designed for project-manager.
Steps
Step 1: Navigate to Reports
From the sidebar, click Reports to access the reports section. You can create both manual reports and template-based generated documents. For using people and roles, template-based documents work best.
Templates can have merge fields for people, roles, companies, and organizational structure.
Step 2: Select organizational report template
Click Generated Documents tab, then Templates. Look for templates designed for organizational data like: Organizational Chart, Stakeholder Register, Team Structure, Project Governance, or Roles & Responsibilities Matrix. These templates are configured to use people and role data.
If no suitable template exists, you can create one using people/role merge fields.
Step 3: Review template merge fields
Before generating, review what data the template uses. Click View Merge Fields to see: people fields ({{ people.name }}, {{ people.role }}), company fields ({{ companies.name }}), and custom fields. Understanding the template helps you provide the right data.
Different templates use different merge fields. Some might filter by role, others by company.
Step 4: Configure report generation
Click Generate Document. In the dialog, select which people/roles to include: - All people in project - People with specific role (e.g., "All Engineers") - People from specific company - People with specific access level - Custom filtered list
Filtering helps create focused reports (e.g., only management team, only site staff).
Step 5: Provide additional inputs
If the template requires user input, fill in additional details like report title, date, approval signatures, or custom sections. Some templates may ask for report purpose or distribution list - this helps personalize the document.
User inputs are merged with people/role data to create the final document.
Step 6: Generate the document
Click Generate Document. The system merges the people and role data with the template to create a complete organizational document. This typically takes 10-30 seconds. You'll see a progress indicator during generation.
Auto-extracted people and company data are especially useful here.
Step 7: Review generated report
Once generation completes, review the document preview. Check that: all people are correctly listed, roles are accurately shown, company associations are correct, organizational structure makes sense. You can edit the document or regenerate with different filters.
If data is wrong, check the People and Companies tabs to verify source data.
Step 8: Export or save report
Click Export PDF to download the report for sharing with stakeholders, or click Save to keep it in your project. Saved reports can be versioned as your team structure changes. You can generate updated versions periodically.
Saving lets you track organizational changes over the project timeline.
Step 9: Create custom organizational reports
For advanced needs, create custom report templates in Templates tab. Design templates that use people merge fields like: {{ people.name }}, {{ people.role }}, {{ people.title }}, {{ people.company }}, {{ people.email }}, etc. Then generate custom reports using these templates.
See the create-document-template guide for details on building custom templates.
Video Tutorial
Last updated: 2025-12-08