Scheduling reports

You can schedule reports to run automatically and send them in email to specified users. Reports help stakeholders to solve important business needs and make informed decisions.
For example, you can create a schedule to send the Open Tickets by Priority report in an email message to a supervisor every Monday. This information helps the supervisor make staffing decisions based on the team efficiency.
You must have system administrator permissions for scheduling the reports.

The following topics are provided:

Key features and considerations

• You can configure multiple report schedules.
• You can only schedule reports that don't require any parameters. 
• Report Schedule ignores the holidays and work schedules.
• Only users with System Administrator permissions can manage the report schedules.
• Scheduled reports are sent as a PDF only.

Creating a report schedule

1. On the header bar, expand the hamburger menu and select Configuration.
2. Click Application Settings > Report Schedules.
3. On the Report Schedule page, click New.
4. In the New Report Schedule dialog box, in the Report list, select a report.
   Only reports that do not have any parameters are displayed here.

5. In the Start Date field, select a date to schedule the report. The report schedule is activated only on the date that you select in the Start Date field. 

6. In the To field, enter the email address of the user to whom you want to send the report.
   Email addresses must be separated by a comma (,).

7. (Optional) In the CC and BCC fields, enter the appropriate email addresses.
8. In the Subject field, enter an appropriate subject.
9. In the Body field, enter an email message.
10. In the Recurrence Pattern section, select a pattern according to your requirements.
    The following considerations apply when you configure a report schedule to recur daily:

    • (2021 Release 01) If you select Daily in the Recurrence Pattern section, then the Report Scheduler runs every n days (where n is either greater than or equal to 1). The report schedule recurs every nth day starting from the date when you scheduled it to run. 
      

      Example

      Today is January 14. In the Start Date field, you have selected January 15. In the Time field, you have selected 4:00 P.M. In the Run every field, you have selected 3 days. The Report Scheduler first runs on January 15 at 4:00 P.M. Subsequently, it will run at 4:00 P.M. on the following days:

      • January 18
      • January 21
      • January 24
      • January 27

    • (2021 Release 01) If you select Daily in the Recurrence Pattern section, then the outcome depends on your specifications, as follows:

      • If you select a future date in the Start Date field, then the report scheduler runs on the future date. 

      • If you select a past date in the Start Date field, then the report scheduler runs on the corresponding future date. 

      • If you select the current date in the Start Date field, and if you select a past time in the Time field, then the Report Scheduler runs on the corresponding future date. 
        Consider the following three scenarios to understand the recurrence of the report schedule:

        Scenario 1

        Today is April 14. You enter the following values in the respective fields:

        Field	Value
        Start Date	April 17 (a future date)
        Time	4:00 P.M
        Run every	3 days

        Scenario 2

        Today is April 14. You enter the following values in the respective fields:

        Field	Value
        Start Date	April 11 (a past date)
        Time	4:00 P.M
        Run every	3 days

        Scenario 3

        Today is April 14. You enter the following values in the respective fields:

        Field	Value
        Start Date	April 14 (the current date)
        Time	4:00 P.M (a past time)
        Run every	3 days

        In all these scenarios, the Report Scheduler first runs on April 17 at 4:00 P.M., and subsequently at 4:00 P.M. on the following days:
        

        • April 20

        • April 23

        • April 26

        • April 29

      • If you select the current date in the Start Date field, and if you select a future time in the Time field, then the Report Scheduler runs on the current date. 
        

        Example

        Today is June 14. In the Start Date field, you have selected June 14 (the current date). In the Time field, you have selected 4:00 P.M. (a future time). In the Run every field, you have selected 3 days.

        The Report Scheduler first runs on June 14 at 4:00 P.M., and subsequently at 4:00 P.M. on the following days:

        • June 17

        • June 20

        • June 23

        • June 26

    • (2021 Release 01) When you upgrade to Track-It! 2021 Release 01 from Track-It! 2020 Release 03 and earlier, the report schedules that are configured to recur daily are recalculated to follow the updated recurrence pattern.
      

      Example

      Today is June 14. In the Start Date field, you have selected June 14 (the current date). In the Time field, you have selected 4:00 P.M. In the Run every field, you have selected 3 days.

      • For Track-It! 2020 Release 03 and earlier, the report schedule will recur every 3rd day starting from June 1.
        The Report Scheduler first runs on June 16 at 4:00 P.M. Subsequently, it will run at 4:00 P.M. on the following days:

      • • June 19
        • June 22
        • June 25

      • If you upgrade to Track-It! 2021 Release 01 from Track-It! 2020 Release 03 and earlier on June 14 after 4:00 P.M., then the Report Scheduler recalculates the report schedule.
        The Report Scheduler first runs on June 17 at 4:00 P.M. Subsequently, it will run at 4:00 P.M. on the following days:

      • • June 20
        • June 23
        • June 26
11. (Optional) To disable a schedule, select the Mark as Inactive check box.
12. Click Save.

Editing or deleting a report schedule

1. Navigate to the Reports Schedule page (hamburger menu  > Configuration > Application Settings > Report Schedules).

2. On the Reports Schedule page, perform one of the following actions:

   To edit a report schedule	Select a report schedule and click Edit. In the Edit Report Schedule dialog box, edit the required fields and click Save.
   To delete a report schedule	Select a report schedule and click Delete . In the Delete Record dialog box, click Yes.

Related topic

Designing and generating reports