Schedule a report

Reports can be automatically scheduled to run using the Scheduled Report Manager. Only administrators and report managers can create, edit and delete scheduled reports. Scheduled reports are handled by the Batch Server.

Note: Any reports that are run through the Scheduled Report Manager are logged. You can access this log file in the Scheduled Reports dialog - from the File menu choose View Log. You can schedule reports to be available in the web server. See Scheduling a web server report for more details.

1.From the Tools menu choose Scheduled Reports.

2.From the File menu choose New.

Report Parameters

3.For the Report Parameters, click Select and choose one of the following options:

Main Report allows you to choose any of the main reports to schedule. See Report types for more information on the available reports.

Document Report allows you to schedule a report for a scope of documents or all documents in the Document Registry. In the Scope panel, choose the scope of documents to schedule a report against.

All Documents will schedule the report against all documents.

Selected Documents will schedule the report against all the documents that you select. Search for the documents and then hold Ctrl to select multiple documents (as required).

Storyboard Report allows you to schedule a report for a scope of storyboards. When this option is selected, the Storyboard Selector window will be displayed. In the Select Scope panel, choose the scope of storyboards to schedule a report against.

Selected Storyboards will schedule the report against the storyboards that you select. Hold Ctrl to select multiple storyboards.

All Storyboards will schedule the report against all storyboards.

Current Folder will schedule the report against all storyboards in a selected folder.

Current Folder and Child Folders will schedule the report against all storyboards in a selected folder and all child folders.

Storyboard Scope List will schedule the report against all storyboards in a storyboard scope list file.

Statement Set Report allows you to schedule a report against a statement set.

Scheduled Item Name

4.You can change the name of the scheduled report in the Scheduled Item Name field.

Send Notification To

5.You can change the user that will be notified when a scheduled report is completed or if it fails. This will default to you but you can select another user by clicking Select.

Schedule Information

6.Click Configure to define when you want the report to run. The following options are available:

First Due Date is when you want to schedule the report generation from. Choose a date, time and a timezone.

Recurrence pattern is how often to create the report. The following options are available:

Disabled (will disable the scheduled report, i.e. it will not run).

Daily allows you to schedule the report to run every day (7 days a week) or on week days only (Monday to Friday).

Weekly allows you to schedule the report to run every x weeks on selected days.

Monthly allows you to schedule the report to run on selected days for selected months. In the Months drop-down options, choose which months you want to run the scheduled report and then choose one of the following options:

Days will schedule the report to run on selected days for the selected months.

On will schedule the report to run on the first, second, third, fourth or last days of selected days (for example, the second Monday and Wednesday of each month).

Yearly allows you to schedule the report to run on a selected date once a year.

Custom allows you schedule the report to run on custom dates. Use the calendar to select a date and then click Add Selected to add the date. Repeat this step for all of the dates that you want the report to be scheduled for.

7.Click Next.

Repeat Times

The next step allows you to add repeat times on the days you have scheduled the report to run. For example, you may want to schedule the report to run twice on the selected days, once in the morning and once in the afternoon.

8.To add an additional time to run the scheduled report, click Add repeat time.

9.Specify the time and the timezone (if required).

Note: You can add multiple repeat times. To delete a time, select the check box of the time(s) that you want to delete and click Delete Selected.

10.Click OK when you have finished defining repeat times.

Saving Data

11.Choose what format to save the report in from the following options:

Save Data to a Folder on Disk allows you to save the report in either Excel or HTML format to a local drive or to a network location.

Note: Exporting to Excel format will truncate data cells over 256 characters. If the reports that are being generated are likely to exceed data cells over 256 characters then choose Save File in HTML Format and select the Use .xls Extension for the File option.

Save Data for Web Server will save the report in the system and it will be available for users to view in the web interface. See Schedule a web report for more information.

12.Choose where to save the report by clicking Browse for the Data Location field.

13.Click OK to save the scheduled report.