Scheduled Reports

Scheduled Reports allows you to email either report data as an attachment or a link to a report each day, month, etc., to selected users. Building or editing a report to send is covered in the Reports Manual.

Sending report data as an attachment generates the report data and attaches it in a spreadsheet (currently XLSX format).

Sending a link to a report does just that, emails a link. The equivalent of them going to the Reports page, finding the report, and clicking the link to run it.

Prerequisite: Your user role must have the Report Management permission to use this feature. If you can edit reports, you already have it.

In this Article:

• Potential for Disclosing Sensitive Information
• Report Permissions do not Apply
• Staggering Multiple Scheduled Reports
• Known Issues
• Error Log
• Scheduling a Report

Potential for Disclosing Sensitive Information

Sending report data as an attachment entails the usual risks of sending data via email attachments. Sending reports that contain personally identifiable information about people in your database is a risk. For example, you may want to leave client names out of a scheduled report.

If the report data is too sensitive, consider sending a link to the report.

Report Permissions do not Apply

User Role Permissions on a given report sent as an attachment do not apply. Even if a user's role does not have permission to run a report, they will still receive the report data if it is sent using this feature and they are in the recipients list.

Staggering Multiple Scheduled Reports

If you are scheduling multiple reports to be sent as attachments on the same day(s), staggering the hour is a good idea. For example, if you have multiple "overnight" reports being sent, send one or two at 3am, more at 4am, etc.

Known Issues

• Selecting a chart or graph as output for the report part to send does not work. The email will be sent, but the attachment will be blank or your spreadsheet program may complain that it is corrupt.

Error Log

The Scheduled Reports page may also sport an Error Log list at the bottom of the page. The errors will often be inscrutable, but if you see any that you can't fathom, file a support request (Help menu > Support Request) with a link to your Scheduled Reports page and mention the one(s) you don't understand.

Scheduling a Report

Actions menu > Schedule Reports on the main Reports page.

Sites using a dynamic report section front may need to add the link to the Actions menu. If all else fails, add "/report/list_schedule" to the site's URL, for example, "abc.legalserver.org/report/list_schedule", to see the page.

The resulting screen displays a list of existing scheduled reports. You can add new report schedules, edit existing schedules, or click Send Now:

To create a new report schedule, click the New Report Schedule icon as shown in the above screenshot.

The resulting screen is the Schedule Report form, which has three sections:

In the top section, you set the name of the report schedule, select the report you want to run, and select the parts of the report you want to send. You can only select Base reports. The search box does not include Saved reports.

Not shown above is the Data field where you select either Send Link to Report or Send As Attachment.

In the Schedule section you set the frequency with which the report will be run.

In the Email Details section at the bottom of the form, you can compose a standard e-mail to accompany the report, set the sender e-mail, and select the e-mail recipients.