Purpose Statement
The Report Schedule tab allows users to configure automated report delivery for Ad-Hoc Reports.
Scheduled reports can be generated and delivered on a recurring basis by email or SFTP. This helps ensure stakeholders receive critical report data consistently without requiring users to manually run and send reports each time.
Background Information
The Report Schedule feature helps departments automate recurring reporting workflows.
This is useful for reports that need to be delivered on a regular basis, such as monthly compliance reports, weekly operational summaries, daily activity reports, or data exports for external systems.
Scheduled reports can be configured with delivery methods, file formats, custom messages, recurrence patterns, and end conditions. Depending on agency configuration, reports can be delivered by email or through SFTP for secure file transfer and system integrations.
Common use cases include:
- Monthly compliance reports
- Weekly operational summaries
- Daily activity reports
- Exception-based reports
- Reports for command staff or administrative review
- Data exports for third-party systems
- Recurring SFTP file transfers
Required Permissions
Users may need the following permissions to schedule and send Ad-Hoc Reports:
- Ad-Hoc Reports access
- Permission to create or edit Ad-Hoc Reports
- Report scheduling permissions
- Email delivery permissions, if using email delivery
- SFTP configuration or endpoint access, if using SFTP delivery
Permission names may vary based on agency configuration. If scheduling, email, or SFTP options are not available, contact a system administrator to verify the user’s Reports, Ad-Hoc Reporting, scheduling, and delivery permissions.
Video
Step-by-Step Guide
Access the Report Schedule Tab
Navigate to Reports > Ad-Hoc Reports > Create Report.
Complete the required report setup tabs through the Grouping section.
Click Next at the bottom of the page, or select the Report Schedule tab directly.
Add a Schedule
Click the plus icon (+) next to Add Schedule to create a new report schedule.
Choose the Delivery Method
Select the preferred delivery method.
Choose Email to send the report to one or more email recipients.
Choose SFTP if your agency has configured Secure File Transfer Protocol delivery and an endpoint is available.
Configure Email Delivery
If using Email, enter one or more recipient email addresses in the provided field.
Confirm all recipients are authorized to receive the report data before saving the schedule.
Configure SFTP Delivery
If using SFTP, select the appropriate endpoint from the available system options.
SFTP options are only available when configured for the agency.
Select the File Format
Choose the desired file type by selecting the appropriate option.
Available file formats may vary based on report configuration and agency settings.
Configure Optional File Settings
Select Exclude column headers if the file will be transferred to another system that does not require headers.
For SFTP delivery, toggle Add date and time to file name if each report instance should have a unique file name.
Add a Custom Message, If Needed
Toggle the message option to enable a custom message.
Enter the message in the text box.
The message can contain up to 500 characters and will appear in the email body to help recipients understand the report contents.
Set the Start Date
Select the Start Date for when the schedule should begin.
The start date can be set for a future date if the report should begin sending later.
- Set the Start Time
Select the Start Time for when the report should send on each scheduled occurrence.
- Choose Whether to Send Empty Reports
Optionally check Only Send if Report contains 1 or More Rows.
This prevents the scheduled report from sending when the report does not contain any results.
- Select the Recurrence Pattern
Choose how often the report should run.
Recurrence options include Daily, Weekly, and Monthly.
- Configure a Daily Schedule
Select Daily and enter the number of days between each report delivery.
For example, entering 1 sends the report every day.
- Configure a Weekly Schedule
Select Weekly.
Enter the number of weeks between report deliveries.
Select the specific days of the week the report should send.
- Configure a Monthly Schedule
Select Monthly.
Enter the monthly interval. For example, use 1 for monthly or 3 for quarterly.
Then choose either:
- A specific date, such as the 15th of each month
A weekday pattern, such as the second Thursday of the month
- Set the End Condition
Choose when the schedule should stop.
Available options may include:
- On This Date
- After X Occurrences
- No End Date
- Continue to the Filters Tab
When the schedule is configured, click Next to proceed to the Filters tab.
You can also select the Filters tab directly to continue report configuration.
Delivery Method Options
Email delivery sends the generated report to one or more email recipients. This is commonly used for command staff, supervisors, administrators, or recurring internal reporting.
SFTP
SFTP delivery sends the generated report to a configured secure file transfer endpoint. This is commonly used for automated data transfers, third-party systems, or external reporting workflows.
SFTP must be configured for the agency before this option can be used.
Recurrence Options
Daily
Use Daily recurrence when a report should send every day or every set number of days.
Example: Send a daily activity report every 1 day.
Weekly
Use Weekly recurrence when a report should send on specific days of the week.
Example: Send a weekly operations report every Monday morning.
Monthly
Use Monthly recurrence when a report should send on a specific date or weekday pattern.
Example: Send a compliance report on the 1st of every month, or send a quarterly report on the second Thursday every 3 months.
Key Behaviors & Features
Multiple Delivery Options
Reports can be delivered by email or SFTP when available.
Recurring Schedules
Reports can be scheduled daily, weekly, or monthly.
Optional Custom Message
Email schedules can include a custom message to provide context for the report.
Empty Report Control
The schedule can be configured to send only when the report contains one or more rows.
File Format Selection
Users can select the file format that best supports the report’s purpose.
SFTP File Naming Option
SFTP schedules may include a date and time in the file name to distinguish report deliveries.
PDF Record Limit
PDF reports are limited to 2,000 records.
Best Practices
- Test scheduled reports with a small recipient group before full deployment.
- Use clear custom messages so recipients understand the report purpose.
- Confirm all email recipients are authorized to receive the report data.
- Consider time zones when scheduling reports for multi-location agencies.
- Use reasonable recurrence patterns to avoid sending reports too frequently.
- Use Only Send if Report contains 1 or More Rows for exception-based reports.
- Review recipient lists regularly to ensure reports go to current stakeholders.
- Schedule compliance reports before deadline requirements.
- Use SFTP delivery for automated data integrations with external systems.
- Use date and time in SFTP file names when each delivery should create a distinct file.
- Use CSV or another supported data format for reports that may exceed the PDF record limit.
Troubleshooting & FAQs
Why isn’t my scheduled report sending?
Verify that the start date and start time are configured correctly. Also confirm that recipient email addresses are valid and that the agency’s email or SFTP settings are properly configured.
Can I modify a schedule after it has been created?
Yes. Return to the Report Schedule tab and select the schedule you want to modify.
Why is my PDF report incomplete?
PDF reports are limited to 2,000 records. If the report exceeds this limit, use another format such as CSV or apply filters to reduce the record count.
What happens if the SFTP endpoint is unavailable?
The system may attempt to retry delivery. If SFTP connectivity issues continue, contact your IT administrator or system administrator.
Can I send the same report to different groups on different schedules?
Yes. You can create multiple schedules for the same report, each with different recipients, delivery methods, and timing configurations.
Why don’t I see the SFTP option?
SFTP is an upgrade and must be configured for the agency before it is available. Contact a system administrator if SFTP delivery is needed.
Can I prevent empty reports from being sent?
Yes. Select Only Send if Report contains 1 or More Rows to prevent the report from sending when there are no results.
Can I include a message with the scheduled report?
Yes. Toggle the message option and enter a custom message up to 500 characters.
Can scheduled reports continue indefinitely?
Yes. Select No End Date if the schedule should continue until it is manually updated or removed.
Use Case Examples
Monthly Compliance Report
Delivery Method: Email
Recurrence: Monthly
End Condition: No End Date
This sends compliance data to command staff each month.
Weekly Operations Summary
Delivery Method: Email
Recurrence: Weekly
Recipients: Shift supervisors and department leadership
This provides recurring operational updates without manual report generation.
Daily Exception Report
Delivery Method: Email
Recurrence: Daily
Option: Only Send if Report contains 1 or More Rows
This sends the report only when matching exception records exist.
Automated SFTP Export
Delivery Method: SFTP
File Option: Add date and time to file name
This sends recurring report files to an external system or data warehouse.