Scheduling a Report

You can schedule a report to build on a specific interval and define which users receive the report results once the report is built. Scheduling reports can be particularly helpful for reports that need to be built and sent on a regular basis by eliminating the need to manually build the report each time. For example, you can schedule a daily report to update key personnel on all new requests or assessments or you can schedule a monthly Article 30 Report for GDPR compliance purposes.

Note:

There is no retention policy for the links contained within email notifications sent for scheduled reports.

To schedule a report

Note:

At the scheduled time, an event will be triggered and placed in a processing queue. It may take some time for the entire event to be fully processed and for the report to become available for download and the notification email to be sent.

  1. On the Reports menu, select Schedules.

    The Report Schedules screen appears.

  2. Click the Create New button.

    The Add Schedule modal appears.

  3. Complete the required fields. For more information, see Add Schedule Modal Reference.
  4. Click the Submit button.

Add Schedule Modal Reference



Field
Description
Name

Enter a name for the scheduled report.

Report

Select the report that you want to schedule.

Note:

A report must be created before it can be scheduled. For more information, see Creating a New Report.

Reports created using the Privacy Rights Automation Result Summary PDF and Result Summary PDF (With Redaction) templates cannot be scheduled.

Report Export Format

Select the format in which you want the scheduled column report to export. The available options include:

EXCEL

This option generates a single .xlsx file of the current tab being viewed in the report.

Excel with all tabs

This option generates a single .xlsx file containing all report tabs.

CSV

This option generates a zipped .csv file of the report.

Note:

This field only appears if the selected report is a column report.

Audience

Enter and select the users to which the report will be sent.

Note:

Notifications will be sent to the selected audience as well as the user who creates the schedule. Audience users will not receive a notification in the Alert Center. The creator will receive a notification in the Alert Center. If another user updates an existing schedule, they will receive the notification instead of the original creator.

Frequency

Select the frequency at which the report will be built and sent to the selected users. The following options are available:

  • Daily

    Note:

    If the frequency of the report is set to Daily, then you will need to define whether the report schedule should include or exclude weekends in the Action on Weekday Only field.

  • Weekly

    Note:

    If the frequency is set to Weekly, then you will need to define the day of the week on which the report should be built and sent in the Day of the Week field.

  • Monthly

    Note:

    If the frequency is set to Monthly, then you will need to define the day of the month on which the report should be built and sent in the Day of the Month field.

Time of Day

Select the time of day that the report should be sent to the selected users. Time options are available in 30-minute intervals from 12:00 AM through 11:30 PM.

Note:

All scheduled times are in UTC.

Day of the Week

Select the day of the week on which the report is sent. Available options are Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, and Saturday.

Note:

This field appears if the frequency of the report is set to Weekly.

Day of the Month

Select the day of the month on which the report is sent. Available options are the 1st through the 28th day of the month.

Note:

This field appears if the frequency of the report is set to Monthly.

Action on Weekday only

Enable the Action on Weekday only setting to build and send the report on Monday through Friday only. Disable this setting to send the report every day of the week.

Note:

This field appears if the frequency of the report is set to Daily.

To filter scheduled reports by audience

  1. On the Reports menu, select Schedules.

    The Report Schedules screen appears.

  2. Click the Filter icon button.
    The Filter pane appears.

  3. Click the Add Filter button.
  4. In the Add Filter field, select Audience.
  5. In the Equal To field, select the users for which you want to filter scheduled reports.
  6. Click the Save button.
  7. Click the Apply button.