Create a report schedule

Applies to User Roles:

Report Manager

To create a new report schedule, follow these steps:

  1. Click Reporting > Report Schedule > Create New Schedule.
  2. Type the name of the new report schedule in the Name field.
  3. Select the Owner for this report schedule. The owner is the operator by default. You can change this value only if you are a Report Administrator.
  4. Type the description of the new report schedule in the Description field.
  5. Select the dashboards or reports for which you want to schedule notifications. By default, you can add up to five reports and dashboards to a scheduled task. You can change the default value of Max reports/dashboards per scheduled task from Reporting > Administration > Report Settings.
  6. Set the other properties for the report schedule.

    Component Description Table field Content
    Export to Selects the method to send the notification.  

    Two methods are available:

    • Email (PDF): Email notification by sending the PDF files

      Tip After you select Email (PDF), the Use Notification check box becomes available. You can select this check box and then select a notification definition from the Combo Box to send emails by following the notification rules.

      To add a new notification definition record, click the View Detailed Information button in the Combo Box and then follow the instructions as documented in Service Manager Help Center > System Administration > Status and Notifications > Notifications > Add a notification definition record. Note that you must select email in the Notify Method column.


      • When you select the Use Notification check box, the Email tab is disabled and hidden.
      • When sending an email using a customized HTML template for the exported reports, be sure to add the following codes to the Expressions tab of the HTML template. Otherwise, the system does not attach the generated report to the email.

        // please always keep "##schedule task id:**##" in email_title
        // It will not be displayed in email and will be discarded in 
        eventout trigger
        email_title += "##Schedule Task ID:"+ $"##" 
      • When sending an email using a format for the exported reports, be sure to add the following codes to the Text field of the message record.

        ##Schedule Task ID:%S##

        For example, the value in the Text field is format test in a format. To support email notification using this format, you must add ##Schedule Task ID:%S## to the Text field. The new value for the Text field is format test ##Schedule Task ID:%S##.

    • File Server: Save the generated files to a file server


    • If you selected a report of the List type, the number of records that can be exported from this report is limited by the Max number of records from a list report that can be exported in the back end setting. See Configure report settings.
    • If you have configured any colored ranges for reports, these are included in the exported file.

    Page Direction Selects the page direction of the exported file.   Two directions are available: Portrait and Landscape.
    File Type to Save Selects the file types to save the notification.   Two file types are available: PDF, and HTML. This component is activated only when you have selected File Server as the exporting method.
    Next Event     Shows the next event for this report schedule.
    Recent Histories (30 days) Lists the tasks which have been run during the last 30 days.   Shows the task detail message.
    Rule Sets the rules for the schedule. On an arbitrary schedule If this option is selected, the regular schedule definition is not displayed and you need to provide specific time for the schedule.
    Range of recurrence Specifies the effective period of this report schedule.
    Recurrence Specifies the recurrence of this report schedule.
    Start time Specifies the start time of this report schedule.
    Email Sets the properties for the Email notification. Subject The name of the Email notification that is sent to the recipients when the action occurs.
    Email To/ Groups The user or user group who receive the email notification.
    Workflow Shows the status of current report schedule.  

    There are three types of the report schedule status: planning, scheduled, and retired.

    Activities Shows the activities related to this report schedule.   The activities show the information about who has created, or updated the report schedule, and at what time.
  7. Click Add. A unique report ID is automatically assigned to this report and displayed in the Schedule ID field.

To update an existing report schedule, follow these steps:

  1. Click Reporting > Report Schedule > Search Schedule.

    Note Report Administrator can search all report schedules while others can only search their own schedules.

  2. Use search or advanced search to find one or more record schedules. A list of report schedules opens.
  3. Select a report schedule from the list.

  4. Update the required information.

    The following list describes the phases in the schedule lifecycle and their corresponding system actions:

    • Planning -> Scheduled: the task will be generated and the schedule cannot be updated
    • Scheduled -> Planning: the scheduled task will be removed and the schedule is editable again
    • Scheduled -> Retired: the scheduled task will be removed and an email notification will be sent to the schedule owner
    • Planning -> Retired: an email notification will be sent to the schedule owner
    • Retired -> Planning: the schedule can be updated and saved
  5. Click Save. A message appears that confirms that the record schedule is updated.

Related topics

My reports
My dashboards
Report schedule and distribution
Report administration

Related topics

Create a report
Create a dashboard
Create a report schedule

Related topics

Report descriptions and usage