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Setting Up White Label PDF Reports



Build your own customized White Label PDF Reports, including multiple sub-reports that highlight the data that is most important to you and your clients.

Rank Ranger White Label PDF reports are automatically sent weekly, monthly or quarterly to your account email address or an alternate address of your choosing.

Our Cover Page templates make it easy to create personalized cover pages.   Similarly, Rank Ranger's PDF Templates provide a simple tool to create the same report for multiple customers without starting from scratch each time. Once you've got a layout created that will work for other clients, with the click of a button you can create a new report using the same layout and then change only the necessary campaign specific fields.

Refer to Account Logos for instructions on uploading Account and Campaign-Specific logos.

There are 2 options for creating the framework that determines the Automated Email PDF Report settings such as report name, language preferences, page size and orientation, cover page, email addresses and message, and scheduling:
And there are 2 options for adding report, graph and text content to a PDF Report:


In order to ensure that PDF reports are generated with all data and graphs, and that they'll be accepted by the recipient's email service, it is best practice to keep automated email PDF reports under 2 MB and with no more than 20 report pages ( up to 10 pages if graphs are included). 



White Label PDF Reports
 

Video: Create a PDF Report

 



Account Level Default Settings

 

Standardize White Label PDF Report Email Settings

These global account level settings will be applied to all White Label PDF Reports that are created after these settings have been saved. The default settings are a time-saving convenience feature, and can be changed in the Report Details screen of individual PDF Reports as needed.

To get started hover over the person icon in the upper right of the screen and select Default Tool Settings.


Click to expand the PDF Reports section and complete the fields with the text you want to be the default for the account.

PDF Report default settings


  • Enter the From Email Address you want displayed as the sender of the message that the PDF report is attached to.
  • In the From Name field, enter the name of the company or person you want displayed as the sender of the email message that the report is attached to.
  • Enter a BCC Email Address if you have someone who should receive a copy of the report without displaying for the other recipients to see. This field could also be used to send yourself a report copy. (Note: Recipient email address(es) must be set in the individual White Label PDF Report Details screen).
  • Enter a generic email Subject to display in the subject line of the email message (our system default is "SEO Report").  If you want the date that the report is sent to be in the subject line, you can add %DATE% to it. For example:
    Your Marketing Report for %DATE% will display in the recipient's subject line as Your Marketing Report for 04-30-2017 (if the report is sent on April 30th)
    The email subject line is limited to a maximum of 78 characters including the date. Additional characters can wrap to a second line in the subject or may be truncated by the recipient mail server.
  • If you have a specific filename you want used for all of the reports you send out, enter that in the PDF Filename field (our system default is "SEO Report"). If you want the date that the report is sent to be part of the PDF Filename, you can add %DATE% in the PDF Filename field. For example:
    monthly-seo-report-%DATE% will cause the file to be created and named as monthly-seo-report-04.30.2017.pdf (if the report is sent on April 30th).  The report filename is limited to a maximum of 255 characters including the date.
  • Enter Personalized Mail Content if you have a standard message you want sent with all of your White Label PDF reports. If this field is left blank, the default Rank Ranger message will be sent.  The WYSIWYG editor offers the freedom to format the font, add links and insert images that are hosted on the Internet.
  • Click the Save button.


Create New: PDF Report Details

 
White Label PDF Reports

Navigate to White Label Reports:

  • Click White Label in the top navigation.
  • Click PDF Reports.
  • Click the + Create a Report button in the top right corner.

White Label PDF Report details

The Report Details screen displays.

White Label PDF Report General Settings

Complete the General Settings section:

  • Report Name displays in the title of the report.
  • Report Header (optional) is displayed at the top of your custom report and can be used for a introduction to, or description of, the data in the table immediately below. Maximum length 250 characters.
  • Select the desired report Language.
  • Select the Language Direction (Left to Right for most languages, Right to Left for Middle Eastern).
  • Select your preferred Date Format.
White Label PDF Report settings

Complete the PDF Settings section:

  • Page Size: select from common paper sizes.
  • Page Orientation: Portrait or Landscape.
  • Cover Template: Select from Default templates of Clean, Blue, Green or Red, or a Custom Template from your Cover Page Library (refer to Create White Label Report Cover Page).
  • Data Font Size: This is the size of the text used in the data tables and graphs. If your report will be many columns wide, you may choose a smaller font size vs. a report with few columns where you might want larger font size.
  • Show or Hide the Table of Contents in the PDF.
  • Check or uncheck Automatic Page Breaks after each report.  Checking this box will cause a page break after every report or graph that is added to the Report Content section. It is also possible ot manually add Page Breaks where you prefer them to be in the PDF.
White Label PDF Report Email settings

Complete the Email Settings section:

  • From Email: select from your account email address, sub-user email addresses or our default no-reply address.
  • From Name: Enter the name you want displayed as the email sender.
  • Recipient(s): you can choose to have the report sent to the Primary Email address associated with your account or enter up to 4 alternate email addresses. Alternate email addresses must be separated by a semicolon ; (e.g., you@example.com;customer@site.com)
  • BCC Email: (optional) enter up to 4 email addresses that you want to receive a copy of the report, but with the email address hidden from other recipients. Additional email addresses must be separated by a semicolon ; (e.g., person1@example.com;person2@example.com, etc.)
  • Subject: enter the text you want displayed in the subject line of the email sent to your recipient(s). If you want the date that the report is sent to be in the subject line, you can add %DATE% to it. For example:
    Your Marketing Report for %DATE% will display in the recipient's subject line as Your Marketing Report for 04-30-2017 (if the report is sent on April 30, 2017)
    The email subject line is limited to a maximum of 78 characters including the date. Additional characters can wrap to a second line in the subject or may be truncated by the recipient mail server.
  • PDF Filename: Enter a personalized file name or leave blank for the Rank Ranger default file name which is SEO Report.pdf).  If you want the date that the report is sent to be part of the PDF Filename, you can add %DATE% to the filename. For example:
    monthly-seo-report-%DATE% will cause the file to be created and named as monthly-seo-report-04.30.2017.pdf (if the report is sent on April 30, 2017).
    The report filename is limited to a maximum of 255 characters including the date
White Label PDF Report Email content in HTML

Email Message Content

  • Select Default Mail Content and the recipient will receive our system default generic message that you'll see displayed on the screen.
  • Select Personalized Mail Content and enter a personalized message in the WYSIWYG editor that offers the freedom to format the font, add links and insert images that are hosted on the Internet.

    Time Saver! Personalized Mail Content can be entered by an account administrator in the Account Localization & Preferences screen and will automatically display in all new PDF reports created. It can then be modified to a more personal level (e.g., insert the recipient's name) in the individual PDF's Report Details screen as described in this section.
White Label PDF Report Automated Scheduling

Complete the Automated Scheduling section:

  • Status: set the mail send function to Active or Paused (when a report is created from a layout template, this defaults to "Paused" status and must be changed after the Campaign settings are selected in the Report Content tab).
  • Frequency: select Weekly, Monthly or Quarterly
  • Schedule Automated Reports: select the Day of the Week, Date of the Month or Month of the Quarter; this is the date that your report will be sent to the selected email address and not the report data date (which is established in each individual report's settings).
  • Time of Day
    • Send as soon as report is ready (any time of day or night)
    • Send after (select time and time zone)
  • Click the Save button.
IMPORTANT! If you make changes to the scheduling of  Monthly frequency report, the change will be effective in the next calendar month. So if the value for Month and Year is the same as the current date’s Month and Year then we skip and DO NOT send the report again until next month. It's a safeguard for cases like if you had a report scheduled for the 1st of the month and the report has already been sent on the 1st, and then on the 3rd you change the scheduling to be on the 5th of every month, our system will NOT send it on the 5th of the current month because we’re treating it as a duplicate for the same month and we assume that you don’t want to send it again, so the next time it will be sent is the 5th of the next calendar month.

For testing purposes, you can duplicate a report and that will be treated as a fresh new report that doesn’t have last sent value so it will send on the day you set it to for the current month, provided that day is tomorrow or later.




Create New: PDF Report Content

 
Select Report Logo

Your Company Logo:

  • Click the existing logo if you want to select a different logo that was previously added to your account. and use the slider to re-size the image for this report.
  • If no logos have been added to your account, or if you want to add a new one, complete the remaining Report Content steps and then refer to Account Logos documentation. You will need to return to this screen to select the desired logo if more than one logo exists in your account.
Select Report Content

Custom White Label PDF Report Content options:

  • Click Add Report to select a campaign, report or graph type and type of data to include (selections include all the options available throughout the Rank Ranger interface for each report).
  • Click Add Text Box to insert comments and/or a page break in your report. (Refer to Add Text Box section below for further instructions.)
  • Click Add Page Break to insert a new page before or after a report or text section. (Note: if you have already checked the box in the Report Details screen to Add Automatic Page Breaks, this manual option will add another page break).
Add Report or graph to PDF report and select options

Add Report & Select the Options:

  • Click the Add Report button.
  • Select the desired Report Options (refer to Rank Ranger Reporting Documentation for instructions specific to the report you've selected).  In the example screen shot we have chosen the Dashboard report, the options you see will be dependent on the report you select.
  • Click the Add button.
  • Repeat the Add Report and Report Options steps for all the reports you would like to include.
IMPORTANT! When selecting the report date settings it is important to keep in mind that in Rank Ranger a week starts on Sunday and ends on Saturday.  If you select "Show Report data ending on Sunday of last week" and the report is scheduled to send on Monday, August 31st, then the report data will end based on Sunday, August 23rd, and not August 30th.  If you want your report to be sent out every Monday with data for Sunday (the day before), then you should select "Show Report data ending on Sunday of this week".
Add Text Box to PDF report

Add Text Box (optional):

  • Click the Add Text Box button.
  • The Add Text Box function is similar to many WYSIWYG text editors, allowing you a variety of fonts, sizes, colors and styles. You can use this space to include an explanation of the data in the table immediately below or above this text box.
    Self-hosted Images can be added to a Text Box. Images must be hosted on a web server that is not HTTPS in order for our system to be able to retrieve and insert the image as the PDF report is generated.
  • After entering your content, click the Add button.
Add Page Break

Add Page Break (optional):


  • Click the Add Page Break button to force a page break between reports. (Note: if you have already checked the box in the Report Details screen to Add Automatic Page Breaks, this manual option will add another page break).
  • You can drag the Page Break element to a different position in the report as desired.
White Label PDF Report Layout Preview

Rank Ranger displays the Report Layout preview; from this view you can do any of the following:


  • Change the Logo
  • Click the Add Report button and select another report to insert in the automated PDF report.
  • Add Text Box to insert comments between report elements.
  • Add Page Break between report elements.
  • Make changes to any report element by clicking the Edit button beside any Report or Text box.
  • Preview an individual report element. If the campaign is new, or was added less than a month ago, no data will display if the report options are set to month (and the same is true for weekly reports if the campaign is not yet in the system for an entire week).
  • Remove an individual report element.
  • Drag and Drop to change the order of the report elements.
  • Click the Report Details tab and change settings including sender or recipient email address, report name, size and orientation, cover template, etc. 
Preview White Label PDF Report

Save Layout, Test and/or Preview your Report:

  • Save the Report Layout to create future reports that might only require a different name and campaign assignment.
  • Send Test Email to preview the report: click the Send Test Email button, enter your email address and click the Send button.
  • Hover over the Preview Export button and select HTML Preview or PDF Preview.  If you want the report based on today's data, be sure to check the Current Date box. 
    If the campaign is new, or was added less than a month ago, no data will display if the report options are set to month (and the same is true for weekly reports if the campaign is not yet in the system for an entire week).



 Create a PDF Report Template

 
Rearrange Report Elements

Report elements can be dragged and dropped in place. If your browser gives you difficulty with this, you can use the arrows to the right of report elements (reports and text boxes) to move the element up or down to obtain the desired layout. In this example, a Text box was added after the first report, it contains a page break and some explanatory text and can easily be moved above the first report by clicking the up arrow (or below the next report by clicking the down arrow).

Move Report Elements
Save Layout

When your layout is exactly the way you want it, you can save it as a template for use in creating future reports that might only require a different name and campaign assignment. Simply click the Save Layout button, enter a name and click the Save button.

Save Report Layout
Layout Saved

The layout is saved in the White Label PDF Templates library

Saved PDF Templates


Edit PDF Template

After a PDF Template is created, you can move report elements and use it for future reports, but that change will not apply to existing PDF reports created using the template.   You cannot change the settings within the elements of a PDF Template, if you need to do this then we recommend creating a new PDF Report and saving the layout as a new template.

To Edit an existing template, click the PDF Template Name or the pencil icon, move the elements as desired and click the Save button. 

Edit PDF Template
 
See also: Create Automated White Label PDF Report from Template


Add Report or Graph to Existing PDF Report Content

 

Add to White Label PDF Reports


While viewing a report of graph, hover over the gear icon and select the option to Add to PDF Reports

Add report to white label report


Select the White Label PDF Report


Simply select the automated White Label Report you want to add the individual report to.

Select a PDF Report to add new report or graph

The PDF Report Content screen opens, providing you with an opportunity for further customization.

You may also create custom White Label Report Cover Pages to be included in your reports.

PDF Reports Missing Data

White Label PDF reports are generated based on two variables, automated scheduling settings and individual report content settings. If a PDF report is received with data missing, please check the following settings:

Automated Scheduling Settings
Confirm that the Frequency and Day of Week are not in conflict with the individual report's date rules. 

automated PDF scheduling



Report Date Rules
In the scenario of the weekly report scheduled to be sent weekly on Friday, these Date rules settings are in conflict:
Show Report data of the last 2 weeks ending on Saturday of this week.  This will result in a report generating on Friday with no rank data for this week because Saturday hasn't yet happened at that time. 

PDF report date rules



Causes of Blank Reports
Check the PDF Report Content screen and confirm that a Campaign has been set for the specific report. 

campaign missing


Set the Campaign

Set Campaign




Third Party Data Reports Blank
In the case of third party data reports and graphs (e.g., website analytics, webmaster tools, social analytics, and a variety of other integrations), if the PDF report displays a title with no data below it or a faded report or graph image, that means the integration is not valid. It may not have been authorized, or authorization may have been revoked (by the account owner), or expired. Confirm correct connection in the corresponding Campaign Connect screens. You may need to renew or create a new authorized connection (learn more...)    

third party integration missing



If you have confirmed all of the above settings and are still experiencing an issue, please contact service@rankranger.com with the account username, PDF report name, and a description of the issue you have experienced.

PDF Report Delivery Issue

Rank Ranger's automated White Label PDF Reports are sent out on a schedule based on the settings you select, however, it is possible that your message could be blocked by your recipient or their email service provider.

Possible Reasons for Clients Not Receiving Reports:
 Spam Detected
  • Too many emails have been sent with the same subject or content.
  • Too many messages sent too often from the same email address.
Blocked by Client Email Hosting Provider
  • Client has manually blocked your email address; ask them to whitelist the email address your reports are sent from.
 Junk Mailbox
  • Client did receive your message, but it was routed by their email program to the Junk Mail folder; ask them to check and if they find it in their junk folder, they should use their software's option to route all future messages from that email address to their inbox.

What you can do...

To reduce the chances of your messages being flagged as spam:
  • Use the Personalized Mail Content option (refer to the Email Settings section of White Label PDF Reports documentation)
  • Enter a Personalized Subject line when you set up each report
  • Schedule automated PDF reports to go to the same recipient no more than once a week, and add multiple reports and graphs to one White Label PDF Report rather than sending multiple emails each period.
  • Add a different "from" email address (e.g., an address at your domain) in the White Label section of your Account Localization Settings, but refrain from using generic addresses that begin with admin@, mail@, info@, etc.

Whitehat Email Service
Rank Ranger's automated PDF reports utilize SendGrid's email delivery platform because of their whitehat sender reputation and excellent service quality. SendGrid is the world's largest Email Infrastructure as a Service provider, delivering billions of emails every month for small, mid-sized, and large businesses.


Display Notes in PDF Reports

There are 3 types of Notes that can be displayed in PDF Reports: Single Date and Date Range display text in a PDF based on the report date setting. Fixed notes can be used to display a message for a single campaign, specific multiple campaigns or account-wide continuously and the content can be changed as needed (in the Tools > Notes screen).

Notes displayed in a PDF Report

Fixed Note in PDF report




Add Note to PDF Report
After creating a Note (in the Tools > Notes screen), click the Add Report button in a PDF report that you want notes to display in and scroll down to Other Integrations > Tools and select Notes 

add note to pdf report


Display Settings
Select the options that you want displayed:
  • Custom Report Title (optional): enter text that you want displayed at the top of the Notes list
  • Show Colors: if selected, then a color border will display to the left of the note
  • Show Dates: if dates are associated with the note and you want that displayed, then enable this option
  • Show Users: if you want the name of the person who created the note to be displayed, then enable this option

display settings



Filters
Select the Type of Note(s) you want displayed in the dashboard 
  • Single Date displays text for a single date on a graph hover or in reports that support this feature
  • Date Range displays text across a date range on a graph or in reports that support this feature
  • Fixed can be used to display a message for a single campaign, specific multiple campaigns or account-wide continuously. This note type is not limited to specific date(s), it can be set to display in white label marketing dashboards, client dashboards and PDF reports, and then the content can be changed as needed, in the Tools > Notes screen.

filters


Campaigns
Select the Campaign(s) for which Notes were created that you want displayed in this PDF Report (e.g., if this is a corporate report that summarizes 10 branches of the company, you might select all of the campaigns that are associated with it). 

select campaigns


Users
Select the Users who created Notes that you want displayed in this report

users

Click the Add button and drag the Notes section to the position you want them display in the PDF.


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