Scheduled report emails let you automatically share reports with users who need the data, saving you the effort of running and sending reports manually. This feature is especially useful for recurring reports.
Any user with reporting access can create scheduled emails, but they can only send them to users within their reporting scope.
To learn how to create a scheduled report email, watch the video or follow the steps below.
Create a scheduled email from quick reports
Switch to admin view.
Click Reporting, then select Quick Reports.
Click the link in the schedule column next to the relevant report.
Click New Scheduled Email.
📌 Note: This displays as None if there are no existing scheduled email reports.
Create a scheduled email directly from a report
Create a report or use a relevant default report.
Run the report.
Click the Email Report link at the top of the screen.
Configure scheduled email report
After creating the scheduled email report using one of the methods above, configure the options to control who receives it, how it’s sent, and when it’s delivered.
To do this, follow the below steps.
Apply the relevant filters to the report. Existing report filters will display here.
Click Next to to add recipients.
Search for and select the recipients for the report. You can only search for users within your reporting scope.
📌 Note: Click Select all on current page checkbox at the top of the list of names to add all users within a unit.
The report creator is added as a recipient by default. To stop receiving a copy, clear the checkbox next to your name.
By default, run report in user’s context is selected. This limits recipients to data within their reporting scope. To let users see all report data, clear this checkbox.
Click Next to set the schedule.
Use the Starting From field to set the report’s first send date.
Set how often the report will be sent.
Click Next to set the required delivery options.
Select whether to send email even if report does not contain data.
Select whether the report results display in the email body.
📌Note: Select no to have the report attached to the email as a separate document.
By default, the system generated email will include details about the report when sent. You can use this field to personalise the email further.
Click Finish.
Manage scheduled report emails
You can edit or delete existing scheduled report emails as needed.
To do this, follow the below steps.
Switch to admin view.
Click Reporting, then select Quick Reports.
Search for the relevant report.
Click the relevant link within the schedule column next to the report.
Select Edit or Delete as needed.