Report email schedule

Owned by PeterF (Deactivated)
Last updated: Sept 06, 2016 by Pete (Deactivated)
3 min read

Overview

Scheduling allows you to automically have reports emailed to you on a periodic basis. This is extremely useful if you have certain reports that you need to see every morning, weekly or at the end of month. Schedule reports will arrive in you email inbox as requested.

Creating Schedules

New Schedules can ONLY be created from individual reports by clicking the 'Schedule' button from the page where you normally run the report. Once a Schedule has been created it can be maintained from this page or from the Report's own schedule page.

Note: scheduled reports are 'scheduled' to run at the scheduled time. It can take some time to run some reports so it is a good idea to schedule reports about 15minutes before you actually expect to need them.

Scheduling Tabs

Email

The Email tab allows you to control who the report is emailed to and wha the subject line and body of the message will contain. The report will always be emailed as a PDF attachemnt.

The email Tab allows you to select one or more recipients. If you need to send the email to more than one recipient then click the '+' button at the end of the 'To' address line to add subsequent address lines.

You can also control the recepient type by clicking the 'To' drop list to display and select the recipient address type from 'T', 'CC' and 'BCC'.

You should enter an appropriate Subject line and Message which will be sent with each report.

Schedule Tab

The Schedule Tab controls how often the report is emailed. The Frequency drop list controls how frequently the report will be generated and emailed. The available Frequencies are:

  • Run once only - the report will be run just one at the given date and time.
  • Week days - chose one or more week days to run the report at the given time.
  • Monthly - choose which day of the month (1st, 31st) to run the report on as well as the time.
  • Daily - choose to run the report at a given time each day (including weekends).

You can temporarily disable a schedule by removing the tick from the 'Enabled' checkbox at the top of the scheduled page.

Parameters Tab

The parameters tab allows you to Filter the report in the same way the Filter area of the Report page does.

The main difference is that any date ranges will be represented as a relative date. For example when running a report manually for yesterday you would enter yesterdays actual date. If you want to schedule the report on a daily basis then you don't want to enter a set date. Instead you want to enter a relative date such as 'yesterday'. The parameter Tab allows you to do this. Any report that takes a date will offer the following options:

  • Select day - not normally used but allows you to run a report for a specific date every time.
  • Current day - run the report for the date on which the report has been scheduled.
  • Previous Day - run the report for the day before the scheduled report date.
  • Current week - run the report for the week in which the report is scheduled to run.
  • Previous week - run the report for the week prior to the one in which the report is scheduled to run.
  • Current month - run the report for the Calendar month in which the report is scheduled to run.
  • Previous month - run the report for the Calendar month in which the report is scheduled to run.

The remaining area of the Paramters tab will display the standard filter options for the report. You should remember that you may have to revisit the Parameters tab periodically. For instance if you are reporting on a particular group of Agents you need to be aware that the membership of that group will change over time and you will need to update the report schedule to reflect that fact.