Schedule a report

A schedule emails a report's file to the people you choose, at a time you choose, without anyone opening the report. A report has one schedule. Each run is recorded in the report's Run log.

Before you start

You need Can generate reports. Without it, you don't see Schedule. To send a PDF you also need Can generate document reports, and the report needs a document layout.

CSV and XLSX send one data table, so they are offered when the report holds one data table or combined data source. With more than one, choose PDF or keep one.

Go to Report > Data reports and open the report.
Select Schedule.
Choose the Frequency: Daily, Weekly, Monthly or Quarterly.
- Weekly asks for the Day of the week.
- Monthly asks for the Day of the month. A month without that day sends on its last day.
- Quarterly runs every three months from the Start date, and asks for the Day of the month the same way.
Choose the Start date and the Time. The time is in your organisation's time zone, on the quarter hour.
Choose the Format. PDF appears only when you can send one for this report, and the field says what's missing when you can't.
Tick the Administrators who should receive it. Add anyone else under Other email addresses, one per line, up to 20.
Change the Subject if you like, and add a Message. A blank subject reads Scheduled report: and the report's title.
Tick Send only when the report has rows if a run with no rows should send nothing.
Select Save schedule.

The chip beside Schedule then shows the schedule's status.

Whose access a schedule runs under

A schedule runs under the access rules of the Administrator who last saved or resumed it, shown as Runs as. Everyone it sends to receives the rows that Administrator can see, so choose recipients with that in mind.

Pause, resume or delete a schedule

Select Schedule on the report, then:

Pause stops the runs until you select Resume.
Resume starts it again from the next run after now, under your access.
Delete schedule removes the schedule and its run log, and asks you to confirm first.

What the status means

Active: it runs at its next run time.
Paused: someone paused it, and it won't run until it is resumed.
Stopped — owner lost access: the Administrator it runs as can no longer generate this report, so it stopped rather than send under their access. Save or resume it to run it under your own access.

Read the run log

Once a report has a schedule, it has a Run log tab beside its data tables. It lists the latest 50 runs, newest first, each with its start and finish in your organisation's time, the rows, the file size, who it went to and how, and its outcome:

Sent: the email went out.
Skipped — no rows: the run had no rows and Send only when the report has rows was ticked.
Failed: the run didn't finish. Reason says why, and the schedule moves on to its next run.
Stopped — owner lost access: the run found the schedule's Administrator no longer had access.
Running: the run is still going. Select Refresh to read the log again.

The File column has Download on a run whose file is yours: the file built for the Administrator the schedule runs as, or your own copy of a file too large to email. A file is kept for 24 hours from when the report ran, then it shows as Expired.

Files over 10 MB

A file over 10 MB isn't attached. Administrators who can export the report get an email with a link that opens its Run log tab, where Download on that run gets their own copy of the file. The file is kept for 24 hours from when the report ran. Other addresses get a notice that the file was too large to send. The run log shows this for each recipient as Link to the file or Too-large notice. After 24 hours, open the report and use Export, or add filters so the file is smaller.

Changing the time

Changing the time applies from the next run date. If today's run has already gone and you move the time later today, it doesn't run again today.

Schedule a report

Before you start