Customize the instrument snapshot report

Some instruments send the person who was evaluated a report of their result. The Snapshot format card on the instrument detail page controls how that report looks. It appears only for instruments whose profile supports a report, and only for organizations with the Instruments feature enabled.

You are editing presentation and participant wording. The report's facts — the result, the selected commentary, the disclaimers, and what consent allows to be included — come from the run and from policy. Nothing you change here alters a score or adds a claim.

Edit the format

Editing requires the manage-instruments permission. Without it the card shows the current state and explains that editing is unavailable.

• Report logo — PNG or JPEG up to 5 MB. Logos are public brand assets, and some email apps hide images by default, so never rely on the logo to carry meaning.
• Brand name, Tagline, Report title — the wording at the top.
• Header colour and Accent colour — hex values.
• Report font — Arial, Georgia or Verdana. The list is short on purpose: these are the faces that render consistently in email clients.
• Section headings (under advanced options) — the labels for the dimensions, highlights and actions sections. Edit Recommended Support Areas and Strengths in the conversion page's Snapshot email section.

Save snapshot draft stores your changes as a draft. Saving does not change any report that goes out.

Preview before you publish

Choose a completed run under Assessment to preview — test-vector runs are excluded, so you always preview against real content — then Preview snapshot. The rendered report appears inline. No email is sent by previewing.

This preview uses the appearance draft and the selected assessment's saved conversion-page email copy. Instrument preview, conversion-page preview, email and PDF share the same production report data and dynamic paragraphs. Publish the appearance, then publish the conversion-page email template to use that appearance for new submissions. Previously prepared reports retain their original content and appearance.

If the list says "No completed submissions yet", run the instrument once first; there is nothing to render.

Publish the format

Publish snapshot format requires the publish-instruments permission and a saved draft — the button stays disabled while you have unsaved edits, and the card tells you so.

Publishing applies the format to future reports only. Reports already prepared keep the format they were prepared with, so a report someone received last month still matches what you can see today.

Edit Business Readiness email and confirmation copy

Open Settings → Conversion Pages → your assessment page → Overview → Snapshot email, or — if you are already editing that page — the Handoff tab in the page builder, below Submission routing. Both are the same setting on the same live page, not a draft copy of it, so an edit made in one is the edit the other shows. The section appears for a page bound to a supported Business Readiness instrument, and only once the page is live: before the first publish there is no page for the setting to belong to. Page-edit permission is required to change it; publishing also requires publish-instruments permission.

1. Enable Email participants their snapshot.
2. Edit the Email subject, Introduction, and Closing. Advanced fields control Recommended Support Areas, Strengths, and their fallback wording.
3. Save email draft, choose a completed submission, and use Preview email and Preview PDF. Previews do not send email.
4. Publish email template to apply it to future submissions. Existing reports keep their captured copy and appearance. Publish the report appearance first, then publish the page's email template to capture that appearance.

Each enabled email includes the report inline and as a PDF attachment. Email uses its selected font; PDF uses embedded Poppins. The PDF must be prepared successfully before the email can be sent. Preview your names, wording and logo before publishing; PDF logos must be PNG or JPEG, up to 256 KB and 2048 pixels on either side. The current PDF renderer supports Latin text, including supported accented names. Other scripts or unsupported glyphs stop preparation with a visible error; they are not silently removed from the report.

The support paragraph names the lowest-scoring dimensions that need development. Strengths names the highest-scoring dimensions, with separate wording for equal scores and for results where all dimensions show strength. Editing wording does not change scores or dimension classifications.

For the confirmation page, expand Page content in the same Overview tab, or edit the per-outcome endings under After submitting on the builder's Page tab. Thank-you message accepts multiple paragraphs, up to 1,000 characters. Clear Confirmation follow-up to hide the extra follow-up line. An authored ending for the submission outcome takes precedence over the general thank-you message.

Offer an optional copy

In Snapshot email, add up to five named email recipients and enable Offer participants an optional copy to these recipients. Save and publish. The assessment shows those names and addresses with an unchecked, optional consent checkbox. A copy is sent by BCC only when the participant agrees; this choice is separate from permission to email the participant their own report. If the list changes before submission, the participant must review it again.

Removing a recipient or disabling delivery prevents pending sends that depend on that permission. It cannot recall an email already accepted by the provider.

Track delivery

The run inspector carries a Snapshot email card for each run:

Download snapshot PDF is available for active production reports. Deleted or expired source data makes the report unavailable.

View notification history opens the full delivery record in the admin notification history.

Deleting a run's snapshot blocks report access and any further delivery for that run. See Instrument runs and results.

Related

• Instruments overview
• Instrument runs and results
• Author and publish an instrument version
• Conversion pages — three worked examples