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:

  • A client 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.

  • If your report is based on a date range and you plan to schedule the report on a recurring basis, then you should be aware of the report's date range setup when creating the report as these dates will automatically advance when the report is scheduled to run daily, weekly or monthly. Example:  If you select a 7 day range (Monday, May 1 to Sunday, May 7) using the Date Range filter and you schedule the report to run weekly, the first weekly report will include data from May 1 to May 7, the next weekly report will include data from May 8 to May 14, etc.

To schedule a report:

  1. Run the report to e-mail.

  2. With the report showing in the Preview area, click the Schedule Report button near the top of the preview window.

  3. Select in which format to schedule the report.

    The Job Scheduler window opens.

    On the Data (Step 1) tab

  4. From the Name drop-down, select 'Create a new job'. You may also select from an existing Scheduled Reporting job.

  5. Enter a name for this reporting job (up to 100 characters). This is the name displayed in the e-mail's subject line.

  6. (Optional) Enter a description (up to 250 characters).

 

On the Recipients (Step 2) tab

 

  1. 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 >.
     

    On the Schedule (Step 3) tab

  1. 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).

 

  1. Click Done. The reporting job is now displayed in the Job Scheduler's list of jobs. (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.