Download and email reports

Download a PDF report

Go to Reports.
Click Export PDF.

The PDF downloads straight away. It covers the same 12 months as the Reports page and has no charts. It contains:

your organisation’s name, the period and when the report was made (in UTC)
a Summary of the same five figures as the top of the Reports page. Link Clicked is the same as Clicked only, and Credentials Compromised is the same as Compromised.
an Employee Breakdown table with each person’s name and email, and how many tests they were Sent, Opened, Clicked and Compromised. Only staff who had a test in the period are listed.

To print it, open the downloaded file and print it as you normally would.

Download a spreadsheet (CSV)

Go to Reports.
Click Export CSV.

A CSV file is a simple spreadsheet you can open in Excel or Google Sheets. It has one row for each test sent to each person in the last 12 months, newest first:

First Name, Last Name, Email
Email Subject: the subject line of the test.
Sent Date, Opened Date, Link Clicked Date, Submitted Date: dates and times in your organisation’s time zone. A blank means it didn’t happen.
Highest Interaction: the furthest step they reached. It’s email_sent (nothing recorded), email_opened, link_clicked or credentials_compromised (entered details).

You can ignore the last three columns: Conversation ID, Stage and Contains lure.

Who can download or email reports

The Export CSV, Export PDF and Email report buttons need the Export Reports permission. The Organization Admin role has it. Campaign Managers and Report Viewers can view Reports, but they don’t see these buttons. See Users and roles.

Email the monthly report now

On the Reports page, click Email report. The button changes to “Sending…”, then “Sent”. If the report couldn’t be sent, the button shows “Failed” and a message tells you why. You can try again.

OutPhish emails the monthly phishing report straight away to everyone in your organisation with the Organization Admin role. You only get a copy yourself if you have that role.

The emailed report covers last calendar month, not the 12 months on the Reports page. Its contents are described below.

Report emails OutPhish sends by itself

Monthly phishing report

When: on the 1st of each month. It goes out at 2 am UTC, which is midday or 1 pm in Sydney, depending on daylight saving.
Who gets it: everyone in your organisation with the Organization Admin role.
Subject: “Monthly Phishing Report for” followed by your organisation’s name.
What it covers: the previous calendar month, in your organisation’s time zone.

It contains:

Organisation Overview: the same five figures as the Reports page, for last month only.
Interaction Breakdown: a pie chart of those results.
Monthly Trend: results for the 12 months up to the end of last month.
Per-Employee Rates: the click and compromise rate for each month, as a percentage of emails sent.
Employees Needing Attention: the same ranking as on the Reports page, for the 3 months up to the end of last month.
A View Full Reports button that opens the Reports page.

For what each figure means, see Read your reports.

Monthly training report

Also on the 1st of each month, Organization Admins get an email with the subject “Monthly Cybersecurity Training Report for” followed by your organisation’s name. It lists the current staff who haven’t finished their training, with their email addresses. Those staff are sent a reminder at the same time. See Staff training.

Phishing test result alerts

About a minute after someone clicks a test link or enters details, OutPhish emails “Employee Phishing Test Result” to your Organization Admins and Campaign Managers. It shows who it was, when, what they did (Link Clicked or Credentials Submitted) and a copy of the test email.

Change who gets report emails

There’s no setting to switch these emails off for people in your organisation. They go to everyone with the matching role, so to change who gets them, change people’s roles:

Monthly phishing report and monthly training report: the Organization Admin role.
Phishing test result alerts: the Organization Admin and Campaign Manager roles.

See Users and roles.

If an IT provider manages your account

Your IT provider’s team can get these emails as well. For each client, the IT provider chooses which emails they receive and who receives them. They do this from the Alerts link next to the client on their Clients page, by ticking Monthly results report, Training completion reports or Someone fails a phishing test, then clicking Save alert settings. Only the IT provider’s MSP admins can change these. See Add and manage clients.

The IT provider also receives a copy when you click Email report, if Monthly results report is ticked for your organisation.