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Approve and send an AI report to a client

5 stepsUpdated 13 Oct 2026

Open the finished report, check its pages, choose the client portal and, if you like, email, then press Approve & send.

Before you start

Who can do this: Agency Owner, Admin or Manager
You need: To email it: the client has contacts with an email address and a portal login.
Availability: If enabled for your agency
Where in Orbit: Sidebar › Workspace › Reports

Steps

Tick a step’s number when it’s done. We’ll remember where you were.

Open Reports › AI Reports. In Recent reports, press Needs review to see reports waiting on someone.
Press Approve & send on the report. Look through its pages and the .
Under Send to client, keep Client portal ticked. To also send a link, tick Email, choose the contacts, and edit the subject and note.
Read the line above the buttons. It says what will happen, and that it can’t be unsent.
Press Approve & send.

When it worked

Orbit confirms “Sent to” followed by the client, with “Visible in their portal” and how many contacts were emailed. The report’s badge changes to [[Sent to client]].

If something goes wrong

Orbit showsThis client has no contacts with an email address. Add one on the client record first.
Add a contact on the client’s Contacts tab, then open the report again.
Approve & send is greyed out.
Hover it to see why: choose at least one way to deliver it, pick at least one recipient, or add an email subject.
Orbit showsSome emails were not delivered
The report is still in their portal. The message lists each address that failed; check those on the client’s Contacts tab.
Orbit showsSending a report to a client needs an admin or manager. Ask one to approve it.
Specialists can’t send reports. Ask for approval instead.
Orbit showsThe client can already see this one.
Nothing to do: it’s already in their portal.

How it works

Explainer: What your client receives from AI Reports

Approving puts the report in the client’s portal under Documents. You can also email their contacts a link to it. Nothing reaches the client before approval, and a sent report can’t be unsent.

Portal: the file appears under Documents in their portal, and in Recent documents on their Dashboard. Keep Documents switched on for that client in Client Navigation, or they can’t open it.
Email, if you tick it: one email per contact you pick, with the report’s title and period, your note, and an Open the report button. There’s no attachment.
The email links to the copy in their portal, so you can’t send it by email alone, and they need a portal login to open it.
Only the client’s contacts with an email address can be picked. Add or invite them on the client’s Contacts tab.
The default subject is the report type, client and period. The default note reads “Your {Month} report is ready. Happy to walk through it on our next call.” Edit both before sending.
If some emails fail, the portal copy is still delivered and Orbit lists each address that failed.
Whoever built the report is notified when it’s sent.

Explainer: Who can build, send and remove AI reports

Anyone at your agency can build an AI report for the clients they can see. Only Owners, Admins and Managers can approve and send one; Specialists ask for approval instead.

AI Reports actions by System Role
Action	Owner and Admin	Manager	Specialist
Build a report	Yes	Yes	Yes
Approve & send	Yes	Yes	No, asks for approval
Decline a request	Yes	Yes	Only their own
Cancel a build	Only their own	Only their own	Only their own
Discard a report	Yes, until sent	Yes, until sent	Yes, until sent
Set up report templates	Yes	No	No

There’s no delete for AI reports. Discard hides a report from the list; it stays in the run history.
Asking for approval notifies every Owner, Admin and Manager who can see that client, except the person asking.
Everyone sees only the clients in their Client Access.
AI Reports is only on for agencies where Orbit has switched it on.

Explainer: AI report statuses and review badges

Each report in Recent reports shows where it is, from Queued to Sent to client, and what Orbit’s automated reviewer found in it.

Badges in Recent reports
Badge	What it means
Queued, Building	Waiting to start, or running. Stages go from “Gathering figures” to “Reviewing slides”.
Ready for review	Built, and internal only until someone approves it.
Awaiting approval	Someone asked for approval. An Owner, Admin or Manager approves or declines it.
Sent to client	Approved and delivered. It can’t be unsent.
Failed	The build didn’t finish. The reason shows on the card.
Reviewed	The reviewer found nothing to fix.
Reviewed · n fixed	The reviewer found issues and fixed them.
Reviewed · n open	Issues are still open. Check them before sending.
Not reviewed	The reviewer didn’t run. That isn’t the same as passing.
Approved	Shown on reports that have been sent.

Filter the list with All clients, All types, and All, Needs review, Sent or Mine.
The list shows the 20 most recent reports.