You will need the Reporting and Write AI Assistant permissions to save an AI report. Users with Read AI Assistant can open and run saved AI reports but cannot save changes.
Once the AI Assistant has built a report you like, save it. A saved AI report is a saved query like any other: it appears in Saved Queries, runs on dashboards and schedules, and can drive workflows and access rules. None of those uses cost AI messages. This article covers saving, finding, and sharing AI reports, using them elsewhere in One Church Software, and fixing one that stops running.
Saving an AI report
Build or refine your report in the AI Assistant. See How do I build a report with the AI Assistant?
Select Save as... above the Query Editor / AI Assistant switch. The Save Report window opens.
Complete the fields:
Name - the name that appears in Saved Queries. It is pre-filled with the title the assistant chose. This field is required.
Description - an optional note so you and anyone you share the report with know what it does.
Access - who can use the report. Choose Private (only you and super users), Anyone can view (anyone with access to the Query Builder can view and run it), or Anyone can edit (anyone with access can also change it).
Select Save. The message "Successfully saved the report." confirms it, and the report's name appears in the Saved Queries dropdown.
Tip: The Save Report window does not offer the Specific people access option. To share an AI report with specific people, save it first, then change its access from the Saved Queries tab as described in How do I save, edit or delete queries?
Save versus Save as...
Once a saved report is open in the assistant, two buttons can appear above the switch:
Save - updates the open report in place with your latest refinements. It appears only when you are allowed to edit the report (you own it, you are a super user, or its access is Anyone can edit) and something has changed.
Save as... - always creates a new report and leaves the open one untouched. It is the only way to make a copy.
You can refine a report someone shared with you as Anyone can view; you cannot save over it, but Save as... gives you your own copy.
Finding your saved AI reports
Saved AI reports live alongside your classic queries, and two markers tell them apart:
In the Saved Queries tab of the Query Builder, an AI label follows the report's name. Use the Filter button and set AI Report? to Yes to list only AI reports.
In the Saved Queries dropdown on the Designer tab, AI reports show a sparkle icon. This dropdown lists AI reports only for users who have an AI Assistant permission.
Selecting an AI report from either place opens it in the AI Assistant with a fresh conversation that already knows the report. To rename it or change its access, use the pencil icon in the Query Details section, exactly as you would for a classic query.
Conversations are personal, reports are shared
Only the person who started a conversation can send messages in it or see its transcript. Sharing always happens through the saved report's Access setting, never through the chat. If two staff members refine the same shared report, each has their own conversation with it.
Using a saved AI report elsewhere
Running a saved AI report never uses AI messages. Each place runs the report as a specific user, so two people can see different rows from the same report depending on their permissions.
Dashboard widgets - add the report to a query widget on any dashboard. The tile is read-only, with no drilldown or export.
Reporting > Scheduler - schedule the report to be emailed on a recurring basis. Choose the matching query data source, then pick the AI report from the Query list; it shows the sparkle icon. A scheduled AI report is always sent as a CSV file that includes every row. See How can I schedule query builder results to be emailed to myself or a list of recipients?
Workflow triggers and conditions - start a workflow, or branch it, based on who is in the report.
Access rules - use the report as an access criterion for forms, chat channels, dashboard sharing, and check-in room rules.
Bulk actions - from the report's results, export, send email or text, add to a workflow, print giving statements or address labels, mail merge, mass change, or delete. The confirmation count is the number of distinct people, which can be smaller than the row count when a person appears on more than one row.
Which reports qualify. Workflows, access rules, and bulk actions need a report that selects a set of people. That means a People report that lists individual people, the same reports that show checkboxes on the results grid. Reports that count or total (for example, members by campus), and all Contributions and Groups reports, are not offered in those places. If you try to use one anyway, the message "This AI report does not select a set of people, so it cannot be used here." appears. Rebuild the report as a list of people instead. A report that selects more than 100,000 people is also refused.
AI reports are not available in People Directory settings, as sub-query filters inside a classic query, or in workflow delay tasks.
Fixing a report that needs attention
A saved AI report holds a fixed query. If something it relied on changes later, such as a custom field it referenced being deleted, the report can stop running. When that happens:
The Saved Queries tab shows a red Needs attention label next to the report.
Running it in the Query Builder shows the message "This report could not be run. It has been flagged for attention."
A schedule that uses it is paused. The schedule's owner receives one email saying the report could not run, and the schedule tries again each cycle without emailing again.
Workflows, access rules, and check-in rooms treat the report as matching nobody until it is fixed.
To fix it:
Open the report in the AI Assistant from the Saved Queries tab or dropdown.
Send a follow-up message. Even "run it again as it is" works, because the assistant rebuilds and re-tests the query.
Select Save. Saving clears the flag, and so does any later successful run.
Warning: Saving without sending a follow-up message does not rebuild the query, so the Needs attention flag may return right away. Always send at least one message first.
Free trials and plan changes
Core Plus free trial. During a trial you can build, refine, run, and export AI reports, but you cannot save them. Save and Save as... are hidden, and a notice at the top of the assistant explains the trial limits. Nothing built during the trial carries over, so a report you liked has to be described again after upgrading.
Plan no longer includes the AI Assistant. Your saved AI reports are not lost. They stay in Saved Queries and keep running on dashboards, schedules, workflows, and access rules. Opening one shows a read-only view with the report card and its results, where Refresh, Export All Results, and bulk actions still work. What you lose is the chat: you cannot refine the report or build new ones, and a report flagged Needs attention cannot be repaired, until your plan includes the assistant again.