Ad-Hoc Reporting: Report Schedule

Ad-Hoc Reporting: Report Schedule

Purpose

To demonstrate how to run and send out a report on a set schedule in Ad-Hoc Reports.

Related Articles


Video



Instructions



1. We got here by Reports Module > Ad-Hoc Reports > Create Report and then completed the tabs through Grouping. Navigate to Report Schedule by clicking Next at the bottom of the page or by clicking the tab itself. Click the plus icon next to Add Schedule to create your schedule.





2. You can send your report to one or more recipients two ways:
Email: Select the radial for email and enter one or more addresses in the space provided. 

SFTP: If your agency has configured an SFTP (Secure File Transfer Protocol) you can choose this radial and select an endpoint from within your system.



3. Choose the type of file you want for this report by selecting the radial. You can exclude column headers if you are transferring this data into another data program. Then you can choose to add the date and time to the file name for SFTP file types to differentiate it from the other instances this report is sent out. 

Notes
Note: PDF files are limited to 2,000 records in size. 





4. Add a custom message. This message will populate in the body of the email and is helpful to tell the receiver the contents of the Report. Toggle on the button to open up the message box. Messages are limited to 500 characters.
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5. Set the time and recurrence options for when and how often this Report will send out.


Start Date: This is the start date for this series. It does not have to be the initial instance. 
Start Time: Set the time the report will send on each occurrence. 




6. Recurrence, or how often do you want to send this report.

Checking the box for Only Send if Report contains 1 or More Rows will cancel any reports that do not contain new data. 
Example: If you want to run a report for Missed Inspections and there are no missed inspections in the previous month, the report will not send. 

  1. Daily: Select the number of days in between Reports.

  1. Weekly: Select the number of weeks in between each send occurrence. Then select the days of the week you want the report to send. 

  1. Monthly: Select the months for each occurrence. (Example: 1 would send every month, 3 would send a quarterly report.)
            Then select the radial next to the day and enter the exact numerical date you want the report to send on. (Example: the 15th of the month.)
            Or select the radial next to the weekday option. (Example: the Second Thursday of the month.)






7. End Date: You have several options when you want this report to stop sending.
  1. On This Date: Select a date in the future you want the Report to stop sending by.
  2. After (Occurrences): Select a set number of times you want the Report to stop sending after. 
  3. No End Date: This Report will send out on the set schedule indefinitely until the Report Schedule is adjusted manually.



8. Navigate to the Ad-Hoc Reporting: Filters tab next by selecting the Next button at the bottom of the screen or clicking the Filters tab.


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