Customize the instrument snapshot report
Brand the participant report an instrument run can send — logo, colours, font and headings — preview it against a real run, publish it, and track delivery.
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, never content. 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, actions, resources and strengths sections.
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.
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.
Track delivery
The run inspector carries a Snapshot email card for each run:
| State | Meaning |
|---|---|
| No snapshot email prepared | Nothing has been queued for this run. |
| Preparing snapshot / Waiting to send / Sending | In flight. Cancel pending delivery stops it. |
| Snapshot sent | The email provider accepted it. Confirm receipt in the recipient's inbox. |
| Needs attention | Delivery failed; the reason code is shown beside it. |
| Delivery outcome needs review | The outcome is uncertain and needs a human look. |
| Cancelled / Expired | Cancelled before sending, or no longer valid. |
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.