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.

In addition to general permissions for creating and viewing reports in Reporting 2.0, users also need the following permission to deliver reports:

PERMISSION NAME PERMISSION DESCRIPTION CATEGORY
Reporting - Email Delivery

Grants ability to deliver reports via email in Reporting 2.0. This permission can be constrained by OU, User's OU, User, User Self and Subordinates, User's Self, User's Manager, User's Superiors, User’s Subordinates, User’s Direct Subordinates, and Employee Relationship.

This permission is used in conjunction with the view permission for Reporting 2.0 and can also be used in conjunction with the various product, section, and field level permissions.

Note about Constraints: The constraints for this permission determine to whom you can deliver the report. The constraints do not pertain to the data you can see in the report.

Reporting
Reporting - FTP Delivery

Grants ability to schedule delivery of Reporting 2.0 reports to an FTP directory. This permission cannot be constrained.

This permission is used in conjunction with the view permission for Reporting 2.0 and can also be used in conjunction with the various product, section, and field level permissions. Users must have permission to view Reporting 2.0 in order to have access to a report that is delivered to them. If they do not have view access, then the Reporting 2.0 navigation sublink will not display for them.

Users who have permission to manage Reporting 2.0 can edit a report that is delivered to them. They can also copy the delivered report.

 Reporting
Reporting - Share

Grants access to share reports in Reporting 2.0. This permission can be constrained by OU, User's OU, User, User Self and Subordinates, User's Self, User's Manager, User's Superiors, User’s Subordinates, User’s Direct Subordinates, and Relationship.

This permission is used in conjunction with the view permission for Reporting 2.0 and can also be used in conjunction with the various product, section, and field level permissions. Users must have permission to view Reporting 2.0 in order to have access to a report that is shared with them. If they do not have view access, then the Reporting 2.0 navigation sublink will not display for them.

Users who have permission to manage Reporting 2.0 can edit a report that is shared with them. They can also copy the shared report.

Note about Constraints: The constraints for this permission determine who you can share the report with. The constraints do not pertain to the data you can see in the report.

Reporting

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. ​

Email Subject: Report [Report Name] generated successfully

Body:

You may either find the report attached with this email or, you need to click on below link to access the Reporting 2.0 home page to download the report from the snapshot pop-up behind the cloud icon. You may locate the report using the Report name or Report ID in search filter.

Report Title

Report ID

Report Created By

Report Generated Date/Time

Record Count

Report Source

This is an automated email notification. - please do not reply

Example:

Report Test Delivery Report generated successfully

You may either find the report attached with this email or, you need to click on below link to access the Reporting 2.0 home page to download the report from the snapshot pop-up behind the cloud icon. You may locate the report using the Report name or Report ID in search filter.

Report Title : Test delivery report

Report ID: 1809

Report Created By : Tatu, Debbie

Report Generated Date/Time : 11/6/2023 10:25:15 PM

Record Count : 1289

Report Source : abcportal.csod.com

This is an automated email notification. - please do not reply

You may either find the report attached with this email or, you need to click on below link to access the Reporting 2.0 home page to download the report from the snapshot pop-up behind the cloud icon. You may locate the report using the Report name or Report ID in search filter.

Report Title : My Report

Report ID: 24

Report Created By : Tatu, Debbie

Report Generated Date/Time : 11/7/2023 8:09:44 PM

Record Count : 7

Report Source : abcportal.csod.com

https://abcportal.csod.com/Analytics/ReportBuilder/index.aspx?tab_page_id=-880000#/

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.

  1. Click the Once option in the frequency drop-down.
  2. Enter the time of day in the Time of Day field. You can also use the clock to select a time.
  3. From the drop-down, select the time zone in which to run the report. The default setting is the time zone of the user configuring the report.
  4. Enter a start date in the Start Date field. You can also use the calendar option to select a date. By default, the start date is the current date.

The report will be delivered at the specified date and time.

Click the Daily option in the frequency drop-down. This enables the options to display below the drop-down for creating a report that runs daily. Complete the following fields:

  • Every - This field enables you to determine the report interval. For example, if "3" is the value in the field, then the report runs every three days. Enter the number of days in the Every field. The default value is "1." This is a required field.
  • Time of Day - Enter the time of day in the Time of Day field. You can also use the clock to select a time.
  • Time Zone - From the drop-down, select the time zone in which to run the report. The default setting is the time zone of the user configuring the report.
  • Start Date - Enter a start date in the Start Date field. You can also use the calendar option to select a date. By default, the start date is the current date.
  • End Date - Enter the date on which to stop running the report. Or, you can leave this field blank, and the report schedule will not have an end date.

Click the Weekly option in the frequency drop-down. This enables the options to display below the drop-down for creating a report that runs weekly. Complete the following fields:

  • Every - This field enables you to determine the report interval. For example, if "3" is the value in the field, then the report runs every three weeks. Enter the number of weeks in the Every field. The default value is "1."
  • On - Select the day of the week on which the report will repeat.
  • Time of Day - Enter the time of day in the Time of Day field. You can also use the clock to select a time.
  • Time Zone - From the drop-down, select the time zone in which to run the report. The default setting is the time zone of the user configuring the report.
  • Start Date - Enter a start date in the Start Date field. You can also use the calendar option to select a date. By default, the start date is the current date.
  • End Date - Enter the date on which to stop running the report. Or, you can leave this field blank, and the report schedule will not have an end date.

Click the Monthly option in the frequency drop-down. This enables the options to display below the drop-down for creating a report that runs monthly. Complete the following fields:

  • Every - This field enables you to determine the report interval. For example, if "3" is the value in the field, then the report runs every three months. Enter the number of months in the Repeat Every field. The default value is "1."
  • On - This field allows you to configure when the report will run.
    • Day - Select "Day" from the drop-down to run the report on a specific day of the month. This enables a numeric text box to display to the right of the drop-down. In the text box, enter the day of the month on which the report will run.
    • First - Select "First" from the drop-down to run the report on the first <Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday> of the month.
    • Second - Select "Second" from the drop-down to run the report on the second <Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday> of the month.
    • Third - Select "Third" from the drop-down to run the report on the third <Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday> of the month.
    • Fourth - Select "Fourth" from the drop-down to run the report on the fourth <Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday> of the month.
    • Last - Select "Last" from the drop-down to run the report on the last <Sunday, Monday, Tuesday, Wednesday, Thursday, Friday, Saturday> of the month. Note: The "Last" option does not mean the report can be scheduled on the last day of a month. This option lets you select the last instance a day of the week occurs in the month.
  • Time of Day - From the drop-down, select the time at which to run the report. The default setting is one hour from the current time.
  • Time Zone - From the drop-down, select the time zone in which to run the report. The default setting is the time zone of the user configuring the report.
  • Start Date - By default, the date on which the report starts running is the current date. You can modify the start date by entering a different date in the field.
  • End Date - Enter the date on which to stop running the report. Or, you can leave this field blank, and the report schedule will not have an end date.

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.