Reporting 2.0 - Delivery and Scheduling

The Delivery option lets you send the report to yourself and other users via email and to an FTP folder. You can also schedule report delivery once, daily, weekly, or monthly. Reporting delivery must be enabled and configured in Report Delivery Preferences. See Report Delivery Preferences.

To access Reporting 2.0, go to Reports > Reporting 2.0.

Note: If a change has been made to permissions and constraints for anyone involved in a scheduled report, it will take up to 48 hours for these changes to take effect. To make the changes take effect faster, it is recommended that you stop the current schedule for the report and then reconfigure the schedule. This will trigger all parameters to be re-checked immediately.

Queue this report on a schedule

When this option is enabled, users can queue reports on a schedule both for themselves, and on behalf of shared users. The report owner and any shared users included in automation are then able to download the queued report following the scheduled run.

To set the report schedule, use the options in the Schedule Parameters section to set the time, date, and frequency on which you want the report to run.

Once the report is scheduled, a snapshot of the report can be found in the Report Queue interface on the Reporting 2.0 homepage at the scheduled time.

If the report has been published to dashboards, the widgets that are using this report will also be refreshed automatically.

If you are sharing the report with other users and would like the snapshot and dashboard for these shared users to be refreshed automatically as well, you will need to check the Include Automation option, which is available on the Selected tab of the Select Org Units flyout.

  • Note: The snapshot is available by clicking the queue report icon for a report on the Reporting 2.0 homepage.
  • Note: The Select Org Units flyout is accessed by clicking the Share icon in the upper-right corner of the report creation page.
  • Note: By default, the shared users’ own constraints are applied to the scheduled report. If the report owner and the shared user have the exact same constraints, they will receive the same snapshot. If the constraints are different each user will receive their own snapshot, matching their own constraints. Report owners with the Apply Owner Constraints Permission could also choose to share their constraints while sharing a report.

The system tracks the last accessed date for each scheduled snapshot of all owners and shared users associated with the report. If a scheduled report snapshot has not been accessed within the last 30 calendar days by any of the associated users, the system will automatically disable the schedule associated with it.

  • This only applies to reports scheduled to run daily without any email or FTP delivery associated with it.
  • When a scheduled report is disabled due to inactivity, the Queue this report on a schedule option is turned off.
  • When a user accesses the snapshot for a report with a schedule that has been turned off, the system automatically enables the schedule for that specific report, ensuring that the enabling and disabling of schedules is based on user interactions. Users with edit access to the report can manually set up the scheduling options again.
  • A report snapshot is considered accessed when any of the following occurs:
    • The scheduled snapshot is downloaded
    • A dashboard associated with the report is accessed
    • A dashboard widget associated with the report is refreshed, downloaded, or chart details are viewed
  • A report snapshot is not considered accessed when the report is viewed in the Report Viewer or when a non-scheduled snapshot for the report is manually generated or downloaded.

Report Delivery via Email

To set report delivery via email, toggle on the Deliver to Email option. This enables the Delivery Parameters section to appear at the bottom of the panel.

To set the delivery schedule, use the options in the Schedule Parameters section to set the time, date, and frequency of the report schedule. See Report Scheduling.

Select the output format in the Report Output Format section In Delivery Parameters and choose whether to check the Send as Zip file option.

Use the Email Recipients options to send the report to yourself or select the Add Users button to select additional users. The Add Users button is only available to users who have the Reporting - Email Delivery and Reporting - Share permissions.

When sending the report to additional users, you can choose to include the users in automated running of the report by selecting the following option in the Select Users flyout:

  • Include in Automation - When this option is checked, automation for report queuing will run on behalf of up to 20 shared users, which means the shared users will automatically receive a refreshed report whenever the report is scheduled to run. This option is not available for organizational units (OU) or for users who are subordinates of the shared user. This option only functions if the Queue this report on a schedule option is toggled on in the Automation Settings panel.

The report is delivered to the user's email that is in their user record. You can remove users by clicking the X to the left of the user's name.

Email that come from the Stage and Pilot environments only, include the environment name in the Subject line of the Report Delivery as follows:

  • [Stage] Division Report​
  • [Pilot] User Report

Notifications from the Production environment do not have an environment name in the Subject line. ​

Note: If the report exceeds 25 MB, a link to download the report is sent to the recipient automatically. The report is available to download via the link for 21 days. SSO is not supported for the link. Customers who wish to receive a download link for smaller reports instead of the default file delivery can request a lower limit to be defined through a work order.

Report Delivery to FTP

To schedule report delivery to your FTP folder, toggle on the Deliver to FTP option. Note: If you have appropriate permissions, the File Name Time Stamp 24hr toggle appears when you enable the Deliver to FTP option.

In the Schedule Parameters section, set the time, date, and frequency of the report schedule. See Report Scheduling.

Select the output format in the drop-down and choose whether to check the Send as a Zip file option.

Note: For details about the rows limits, see Reporting 2.0 Matrix.

Report Name

The following naming convention is used for reports delivered to the FTP folder:

[Report Title]_[UTC Time in format yyyymmdd_hh_mm_ss]

Note: The UTC Date/Time in the report name is the UTC date and time on which the report was created in yyyymmdd_hh_mm_ss format.

24hr File Naming

The File Name Time Stamp 24hr toggle manages the timestamp for reports delivered to FTP.

  • If toggle is disabled (default), the report is named: [Report Title]_[UTC Time in format YYYYMMDD_HH_mm_ss AM/PM].
  • If toggle is enabled, the report is named: [Report Title]_[UTC Time in format YYYYMMDD_HH_mm_ss].

The Custom Reports Migration tool is also adjusted to continue to use 24-hour time stamps for migrated reports.

Note: This toggle is only visible to users with Reporting 2.0 Manage permissions and FTP Delivery permissions.

Report Scheduling

Note: When setting up delivery via email, if you would also like to deliver via FTP, the schedule will be the same for both. Email scheduling cannot be set up separately from FTP scheduling.

You can also schedule a one-time delivery or deliver the report daily, weekly, or monthly.

Edit Report Schedule

When you update the schedule for a previously scheduled report, the old schedule will no longer apply. The report will be delivered to any users who are included in the delivery settings based on the new schedule. This prevents duplicate reports from being sent.

Note: If you update the schedule while the report is currently processing for delivery, then it is possible that two reports will be sent. The report that is based on the first schedule will send once it is done processing. Then, the report will be sent again at the updated delivery time. However, once the updated report is sent, the report will no longer be sent at the old delivery time.

Deadbox Settings

Report delivery will respect Deadbox Settings in Pilot and Stage environments when a deadbox has been configured on the backend. Report delivery will stop for inactive users. When the report owner is inactive, report delivery will stop for all report recipients.

Report delivery is resumed when/if the user or report owner becomes active again.

Note: A "deadbox" is an email address that can be set up as a global override for all users so that all system emails are sent to the deadbox address.

Note: If deadbox settings are set in a portal, all users who are part of a delivery schedule will have their reports delivered there. This will mean that multiple copies of same report could be delivered to deadbox.