Scheduling Reports

Reports may be sent to recipients via email on a schedule. A scheduled report can be executed and emailed immediately or scheduled to be emailed on a recurring basis. Supported report types are Advanced Reports, Express Reports, CrossTab Reports, and Chained Reports (v2016.3+).

The Scheduler Menu lets you schedule and email reports or edit existing schedules.

To open the Scheduler Menu:

  1. In the Main Menu, select the report you want to schedule/email.
  2. Click the Scheduler Menu button (). The Schedule Menu will appear.

 

    1. To Schedule a report, click the new schedule button (). The  Schedule Report Wizard will open in a new tab.
    2. To email a report, click the email button (). The Email Report Menu will appear.
    3. To edit existing schedules, click the edit schedule button (). The Schedule Manager will open in a new tab.
NOTE. If you do not see a Schedule Report button in the Main Menu, then you do not have Report Scheduler permissions and should contact your administrator.


Schedule Report Wizard

The Schedule Report Wizard has five sub tabs. The Recurrence and Recipients tabs are required, and the other tabs are optional.

  1. Recurrence: Specify the name and format of the report and when the report should be sent out.
  2. Parameters: (optional) Set values for any parameters used by the report.
  3. Filters: (optional) Add filters to the report.
  4. Batch: (optional) Set a list of recipients, each of whom will receive a unique filtered version of the report.
  5. Recipients: Specify the recipient addresses, subject, and body text of the email.

Click Finish, and the Scheduled Report will be saved and the tab will close.


Recurrence Tab

In the Recurrence Tab, give the schedule a name and format. Set the frequency at which you want the report to be executed and sent out. This recurrence can be a one-time, daily, weekly, monthly, or yearly delivery. A date range can also be set to give the report delivery a defined start and end date.

 

 

Parameters Tab

In the Parameters Tab, enter a value for each of the parameters listed.

NOTE. The Parameters Tab will only be visible if the report is utilizing parameters. See Parameters for more information.

 

Filters Tab

In the Filters Tab, create statements to filter the data at runtime. There is no limit to the number of filters that you can define. Filters can be numeric (up to eight decimals) or alphanumeric.

Batch Tab

Check the 'Run as Batch Report' box to enable batch execution for the report.

NOTE. If you don't see this option, your administrator may have disabled it.

Reports can be executed and emailed en masse to a list of addresses, each one filtered by a unique key. For example, a report containing data on a number of employees may be executed such that each employee receives an email containing a version of the report filtered on their own ID.

In order to use batch reporting, a table or other data structure must exist which contains a list of email addresses, each associated with a key used to filter the report. Each row may contain optional columns that can be used as parameters in the email message body using the form '@batch_columnName@'.

Key

Email Address

OptionalCol1

OptionalCol2

The email address table must have a join path defined to a table in the report. It does not need to be added to the report.

Recipients Tab

In the Recipients Tab, determine how the schedule will be delivered and list the email address(es) to which the report should be sent. Email addresses should be separated by a semi-colon (;).

 

 

Email Report

In the Scheduler Menu, use the icon () to email a report. An input field and execute button will appear.

NOTE. Reports may only be emailed as downloadble file types (ie, Excel, PDF, RTF, CSV).

 

 

Manage Scheduled Reports

Scheduled Reports can be monitored, edited, and removed using the Manage Scheduled Reports tab. To open the tab, click the scheduler icon () in the Main Menu then click (). The Manage Scheduled Reports tab will appear.