Scheduling Reports

Any saved report can be scheduled so it is emailed automatically, for example a weekly list of overdue Work Orders sent to supervisors every Monday morning. Each scheduled email includes the report as an attachment, run with the report's saved filters at the time it is sent.

Reports are sent to Email Groups. Set up your email groups before scheduling a report. See Email Groups.

Adding a schedule

  • Go to Reports → Report Library and open the saved report
  • Click Add Schedule

Or, from the saved reports table in Reports → Generate Report, click the ⋮ menu next to the report and select Schedule report.

Then complete the Create a Scheduled Report form:

  • Schedule Name: a name for the schedule
  • Schedule Triggers: when the report is sent (see below)
  • Timezone: the timezone the trigger times are based on
  • Recipient Email Groups: one or more email groups to receive the report
  • Attachment File Formats: Excel (.xlsx), PDF (.pdf), or both
  • Enabled: switch on to start sending, or leave off to save the schedule without sending yet

Click Save.

Schedule triggers

A trigger sets how often, and at what time, the report is sent. Each trigger has:

  • Frequency: Daily, Weekly or Monthly
  • Time: the time of day to send
  • Day of Week: for weekly triggers
  • Day of Month: for monthly triggers (1 to 31)

Click Add Trigger to add more than one. A report can have up to 3 triggers, for example 7:00 am every Monday and 7:00 am on the 1st of each month.

Managing schedules

In the saved reports table (Reports → Generate Report), the Schedule Rules column shows each report's triggers and its next run time. The Status column shows whether the schedule is active.

  • Stop or Start: pause or resume sending without losing the schedule settings
  • ⋮ → Run now: send the report immediately, using the schedule's recipients and formats
  • ⋮ → Edit schedule: change the triggers, recipients, formats or timezone
  • ⋮ → Delete schedule: remove the schedule. The saved report is kept.

You can also click Edit Schedule when viewing a scheduled report.

Tips

  • Use a relative date preset such as Last Week or Month to Date in the saved report, so each email covers the right period.
  • Choose a timezone that matches the people receiving the report, especially if your sites span more than one timezone.
  • Use Run now after creating a schedule to check that recipients receive the report as expected.