10. Custom Reports Training Guide - Version 2 Home | Best Practices | Appendix | Full Training Guide    
10.5 Schedule Custom Reports
A scheduling system for custom reports, which allows reports to run automatically at specific time intervals. Note: Runtime parameters for reports must be of type date; otherwise you will not be able to create a running schedule.

10.5 Schedule Custom Reports
Step Action
1. Open Schedule Custom Reports application.
2. You can either search for an existing scheduled report and update, rerun or deactivate it. Or, you can create a new run schedule for a report.

To search for an existing scheduled report:
  1. You can search for a scheduled report either by the date it was schedule for, or by the recipient's email or fax.
  2. When you are ready, click .
  3. The Select Scheduled Job drop down list should now be populated with a list of reports that met the above search criteria. Select one and click .
To create a new run schedule for a report:
  1. Select a custom report from the Select Custom Report drop down list. Note: Custom reports are initially set up in Maintain Custom Report Templates application. For details, see Maintain Custom Report Templates section of this training guide.
  2. Select frequency type from the Select Recurrence Type drop down list.
  3. Click .
In this tutorial, we are going to be creating a new run schedule. So follow the latter group of instructions above and proceed to Step 3.
3. The next step is to enter report parameters. In our case, we want to limit the list of deficiencies to a time range (e.g. a list of all deficiencies created within the last 1 year).

Compile Report Where...Field Name...Is
Field Name Report field, set up in Maintain Custom Report Templates application that is of type date and acts as the runtime parameter for the schedule.
Range Select a time range (e.g. Within the Last, Current).
Quantity & Type Enter a quantity and type (e.g. 1 year, 30 days).

So in combination with the above field Range, we could have a query similar to this: all deficiencies created within the last 30 days.
Starting From...Report Run Date
Quantity & Type Enter a quantity and type (e.g. 2 weeks, -1 day). This is the date from which the report should run.
4. When you are ready, click .
5. Finally, select recipients, time range and frequency of the report.

Contact Groups A predefined group of recipients. All members of the selected group will automatically receive a copy of the report.

Note: New contact groups are set up in Maintain Contact Groups application. For details, see Maintain Contact Groups section of this training guide.
Other Recipients A predefined group of recipients (e.g. purchasers, suppliers, warranty managers).
ADDITIONAL RECIPIENT - A new recipient that currently does not exist in the predefined Group or Other Recipients lists
Contact Method Reports can be sent either by email or fax. Select your preference.
Recipient Data Depending on what you chose from the Contact Method drop down list, enter the email address or fax number of the recipient here and click .
Recipient List Contact details of the additional recipients are displayed here. To remove any of the recipients, click on the link.
Email Report In... Select email format, there are 3 types to choose from: HTML, HTML Inline or CSV. Reports in HTML and CSV formats are sent as email attachments, while reports in HTML Inline format are embedded in the body of the email. Note: Reports in CSV format cannot be faxed.
RECURRENCE PATTERN - Frequency of the Report
Recurrence Pattern How often should the report run? First, you must select the recurrence type and click , and only then narrow down the recurrence to specific days and times.

As you can see per example below, if you selected a weekly recurrence, then you must select the number of weeks and the days of the week on which the report will run.
RECURRENCE RANGE - Lifespan of a Report, Including Date & Time
Start Date & Time Enter the starting date and time on which the report will begin running, as well as, the number of times it should run. A report can be scheduled to run for an indefinite period of time or it can run a specific number of times or, regardless of how many times it ran, it should end on a given day.
Comments Any additional comments pertaining to the report schedule are to be entered here.
6. When you are done, click . Below, are examples of the 3 different report formats.

HTML In-Line

HTML Attachment

CSV Attachment
Updated January 27, 2009