Overview
You can set up reports to be sent out on a scheduled basis. These might be summaries sent out to management teams or key customer contacts or lists of tasks to be done at the start of a week. These reports must be published to Vivantio first, for more help with reporting click here.
Setting up a Scheduled Report
Reports will be sent as attachments to an email, you can define the content of the email in the Email Templates tab just as you would for any other email template. For further information on email templates please click here.
Navigate to Admin Area > Reporting > Scheduling > Scheduled Reports
Click the Add button
Report Details Tab
Configure which report you want to run, in what format it should be exported and where the report needs to be sent from here.
Report Name: There is a drop down list to select the report you would like to schedule – please choose the folder and report you need and this will populate the Report Name field
To: Please enter the email address of whom you would like to receive the Report.
Email Template: Choose the email template you wish to send from the drop down list. Click here if you need to know how to set up a new email template.
File Format: Please choose which format you would like to send the file from the drop down list. Currently, you can choose from:
• PDF - portable document format easily accessible by most users, cannot be edited
• XLS - Microsoft excel spreadsheet, a good choice if you have formatted columns, rows or cells and might want to manipulate the data later.
• XLSX - Microsoft Excel Open xml format spreadsheet, for newer versions of Microsoft Excel (2007 and later)
• CSV - comma seperated values, great for raw data exports
• PNG - portable network graphic if you need an image
• TXT - text format file which can be opened in word processing applications
Report Data Time Zone: This is the time zone that will be used for data that appears within the report. The schedule of the report which will be set in the Schedule tab uses the system time zone.
Report Culture: The report culture is used to determine how dates and times are formatted in the report.
Suppress If Blank: If you enable this option, when the report is run if there are no values in the dataset then the report will not be sent.
User: This is the user the report will run as. The underlying data that appears in the report will be restricted by the data permissions applied to this user. The System User has permissions to see all data in the system. If the report is run as System User, no data permission restrictions will be applied. Data Permission restrictions are only applied to wizard reports.
The final fields are the parameter data for the report and what you are asked to select will depend on the report you are scheduling.
Important: When completing the dates please be aware that there is no option to insert a time. The system will assume a time of 00:00, so in the example above although we have selected today it will only look at tickets created up until the end of yesterday.
Schedule Tab
This is where you configure how often you want the report to run. When you schedule reports it is recommended that you stagger any very large / complex reports and also look at running them out of hours to ensure performance of the system is not impacted.
You can schedule the report to run Daily, Weekly or Monthly
Daily:
You can choose to run the report on selected days at either specific times or specified hour.
Our example below is for a report that will run every weekday at 14:25 according to the system time zone.
Weekly:
You can choose to run the report on multiple selected days at either specific times or specified hour.
Our example below shows a report scheduled to run every Monday and Friday at 14:25:
Monthly:
You can choose to run the report on selected days or dates in a month at either specific times or specified hour.
Our example below shows a report scheduled to run on the first Monday of every second month at 14:25:
Please Do Not forget to Enable the Schedule: