Schedule a report to be e-mailed

Once a report is run or previewed, you can save (export) it in various formats, or schedule the report to be automatically run and e-mailed to yourself or other recipients at scheduled intervals.

This topic explains how to schedule a report to be e-mailed.

Prerequisite:

The employees or clients scheduled to receive the report must each have an e-mail address entered in their respective properties windows.

Tips:

Before scheduling your report

Beware of any costs or rates shown in your report and whether or not the recipients of the report should have access to this level of information. If necessary, you can always go back and create an alternate version of your report without sensitive information and schedule it to be automatically e-mailed.
When filtering using a Date filter, most of the available options (For Life, Current Week, Current Month, etc.) will automatically advance in time for reporting jobs that are set to run daily, weekly or monthly.
Example: if you select the 'Current Week' option in the report's Date filter and you also schedule the report to run Daily, Weekly or Monthly (step 9 below), the report returned will contain data for the week in which the report is run. The exception to this 'auto-advancing date range' rule is if the Date range option is selected. The dates selected in the Date range option are fixed and do not advance in time.

To schedule a report:

Run the report to e-mail.
With the report showing in the Preview area, click the Schedule Report button near the top of the preview window.
Select in which format to schedule the report.

The Job Scheduler window opens.

On the Data (Step 1) tab
From the Name drop-down, select 'Create a new job'. You may also select from an existing Scheduled Reporting job.
Enter a name for this reporting job (up to 100 characters). This is the name displayed in the e-mail's subject line.
(Optional) Enter a description (up to 250 characters).

On the Recipients (Step 2) tab

From the lists displayed on the left, select the employees or clients that will receive the e-mailed report and move them to the Employees or Clients selected lists using the Move button .

Someone missing from the list?: Only employees and clients with e-mail addresses entered in their respective properties windows are displayed in the lists.

SKIP THE SMTP (Step 3) TAB. Do Not Edit the information displayed in this tab.

On the Schedule (Step 4) tab
Set the Run schedule properties. This establishes when the Job Scheduler runs the job.
- Once: run once at a specified date and time
- Daily: run once per day at a specified time
- Weekly: run on one or more days of the week, at a specified time. Note: You may select more than one day from this drop-down list. Use this option to run jobs on weekdays only (e.g. run on Mon, Tue, Wed, Thu and Fri but exclude Sat and Sun).
- Monthly: run once per month at a specified day and time

Note: If your local time is different from the time on the hosted server, then the server time is displayed in parentheses to the right of the time field.

Tip: It’s a good practice to set automated job run times when the system demands are low (evenings, overnight or other non-peak times).

Click Done. The reporting job is now displayed in the Job Scheduler's list of jobs. (Menu > Setup > Job Scheduler)

Note: All time fields in the Job Scheduler must use the 24 hour format; that is 23:00 instead of 11:00 PM.