Scheduled Reports

Scheduled Reports enable automated report generation and email distribution at predetermined intervals, providing consistent business intelligence delivery without requiring manual intervention. This automation capability ensures that stakeholders receive timely analytical information aligned with business cycles and decision-making requirements while maintaining data security and organizational access control standards.

Requirements

To create and manage scheduled reports, users must be assigned a security role with the following permissions:

All Entities, Reports (system): Read, Create, and Edit for comprehensive report creation and scheduling configuration

All Entities, Reports (system) Settings, Allow Subscribe To Reports: Enabled for access to scheduling functionality and automated distribution capabilities

All Entities, Folder (system): Read for accessing report folder structures and organizational content

Read permissions for Report Source Entities to ensure access to underlying data that populates scheduled reports

Tab Settings, Reports: On and App Settings: App with Reports Tab must be Visible for interface access

Enabling Scheduled Reports

Report Configuration for Scheduling

Schedule Enablement Process: Before reports can be scheduled, they must be specifically enabled for scheduling functionality through the Report Properties configuration interface accessed during report development or modification.

Report Properties Configuration:

1. Navigate to the target report through the Reports tab interface
2. Click Edit Report to access the Report Builder and configuration options
3. Click Report Properties to open the comprehensive configuration dialog
4. Locate the Allow Scheduled Future Runs checkbox option
5. Enable the checkbox to activate scheduling capabilities for the selected report
6. Click Save to preserve the scheduling enablement configuration

Scheduling Permission Validation: Report scheduling enablement requires appropriate user permissions and validates that both the report creator and intended recipients have necessary access rights to underlying data and organizational content.

Report Compatibility: All report types including both Tabular Format and Summary Format reports can be enabled for scheduling, ensuring comprehensive automation capabilities across diverse analytical requirements and business intelligence scenarios.

Creating Scheduled Reports

Accessing Schedule Configuration

Schedule Future Runs Access: Once a report is enabled for scheduling, running the report reveals additional functionality through the Run Report button dropdown menu that provides access to scheduling configuration options.

Dropdown Menu Navigation:

1. Navigate to the enabled report through the Reports tab interface
2. Click the dropdown arrow next to the Run Report button
3. Select Schedule Future Runs from the available options
4. Access the comprehensive Schedule Future Runs Dialog for configuration

Schedule Future Runs Dialog Configuration

Run as Configuration:

• Run as Specific User: Configure the scheduled report to execute with permissions of a designated user account, ensuring consistent data access and security context for automated report generation

Email Report Distribution:

• Recipient Configuration: Configure email distribution to up to 200 email addresses per scheduled report, supporting broad organizational communication while maintaining system performance
• "To me" Option: Quick selection option that automatically includes the report creator in the distribution list for convenient personal report delivery
• Custom Email Lists: Manual entry of specific email addresses enables targeted distribution to stakeholders who require regular analytical updates

Schedule Report Frequency:

• Daily: Automated daily report generation with sub-frequency options for business day optimization
• Weekly: Weekly report delivery aligned with business cycles and organizational planning requirements
• Monthly: Monthly reporting for strategic analysis and periodic business intelligence delivery
• Quarterly: Quarterly reporting aligned with fiscal periods and strategic planning cycles

Daily Sub-Frequency Options:

• Every weekday: Report generation Monday through Friday, excluding weekends for business-focused reporting
• Every day: Seven-day report generation including weekends for continuous monitoring requirements

Timing and Schedule Configuration:

• Start Date: Calendar-based selection of the initial report generation date using date picker interface
• End Date: Optional end date configuration for finite scheduling periods and campaign-based reporting
• Start Time: Dropdown time selection for optimal report generation timing aligned with business operations and email delivery preferences

Schedule Execution: Click Schedule Report to activate the automated report generation and distribution according to configured parameters and timing requirements.

Managing Scheduled Reports

Administrative Oversight and Control

Scheduled Reports Management Interface: Administrators can access comprehensive scheduled report management through Setup Home > Manage > Scheduled Reports, providing centralized oversight and control capabilities.

Management Interface Features:

• Complete Report Listing: Display of all scheduled reports across the portal instance with essential metadata and configuration information
• Report Detail Access: Click report names to access detailed configuration information including schedule parameters, distribution lists, and execution history
• Deletion Capabilities: Remove scheduled reports through the Delete function with confirmation prompts to prevent accidental removal

System Limitations and Capacity:

• Standard Instances: Limited to 200 active scheduled reports to maintain system performance and resource allocation
• Elite Instances: Support up to 300 scheduled reports for enhanced enterprise-level automation capabilities
• Performance Monitoring: Regular monitoring ensures that scheduled report volume remains within system capacity while maintaining responsive performance

Lifecycle Management and Maintenance

Schedule Modification: Existing scheduled reports can be modified through re-accessing the Schedule Future Runs interface and updating configuration parameters including timing, distribution, and execution settings.

Deactivation and Removal: Scheduled reports can be deactivated or permanently removed through the administrative interface, supporting lifecycle management and organizational content governance.

Monitoring and Validation: Regular monitoring of scheduled report execution ensures continued functionality and identifies any configuration issues or delivery problems that require administrative attention.

Audit and Compliance: Scheduled report management supports organizational audit requirements through execution logging and administrative oversight capabilities that track automated report distribution and access.

Email Distribution and Security

Distribution Management and Best Practices

Recipient Validation: Ensure that all email recipients have appropriate organizational authorization to receive scheduled report content, maintaining data security and compliance with organizational information governance policies.

Distribution List Maintenance: Regular review and maintenance of email distribution lists ensures that automated reports reach current stakeholders while removing recipients who no longer require access to analytical content.

Content Security: Scheduled report email distribution includes consideration for email security, data classification, and organizational policies regarding analytical information transmission through external communication channels.

Delivery Confirmation: Monitor email delivery success and troubleshoot any distribution issues that prevent stakeholders from receiving scheduled analytical content according to configured parameters.

Permission and Access Control Integration

Data Security Preservation: Scheduled reports respect underlying data security and entity permissions, ensuring that automated distribution maintains appropriate access control even when reports are generated with specific user permissions.

Organizational Compliance: Scheduled report distribution aligns with organizational compliance requirements including data privacy, security standards, and regulatory requirements that govern business intelligence and analytical content distribution.

Access Review Requirements: Implement regular review processes for scheduled report distribution to ensure continued alignment with organizational roles, security requirements, and business needs as personnel and responsibilities change.

Security Incident Response: Develop procedures for responding to security incidents involving scheduled report distribution that ensure rapid response and appropriate remediation while maintaining business continuity and analytical capabilities.

Performance and Optimization

System Performance Considerations

Resource Management: Scheduled reports consume system resources during generation and distribution, requiring strategic scheduling that balances business needs with system performance and user experience optimization.

Timing Optimization: Configure report generation timing to minimize impact on system performance during peak usage periods while ensuring timely delivery that aligns with business decision-making requirements.

Report Complexity Management: Consider report complexity and data volume when scheduling automated generation to ensure reasonable processing times and successful delivery without system performance degradation.

Monitoring and Maintenance: Regular monitoring of scheduled report performance identifies optimization opportunities and ensures continued reliable operation as organizational requirements and data volumes evolve.

Delivery Optimization and Reliability

Email System Integration: Scheduled reports integrate with organizational email systems and infrastructure, requiring coordination with IT teams to ensure reliable delivery and appropriate resource allocation.

Delivery Timing Strategy: Strategic timing of report delivery ensures that recipients receive analytical content when it provides maximum business value while avoiding communication overload and information fatigue.

Format and Content Optimization: Optimize scheduled report content and format for email delivery including file size considerations, content clarity, and recipient device compatibility across diverse organizational technology environments.

Backup and Continuity: Implement backup procedures for critical scheduled reports that ensure continued analytical delivery despite system maintenance, infrastructure changes, or temporary service disruptions.

Best Practices for Scheduled Reporting

Strategic Implementation

Business Alignment: Design scheduled report strategies that align with organizational decision-making cycles, business processes, and stakeholder information requirements rather than purely technical convenience or system capabilities.

Audience-Appropriate Scheduling: Configure report frequency and distribution based on recipient analytical needs and decision-making requirements, ensuring that automated delivery provides value without creating information overload.

Content Quality Assurance: Maintain quality assurance processes for scheduled reports that ensure continued analytical accuracy, business relevance, and professional presentation standards throughout automated distribution periods.

Change Management: Develop change management procedures for scheduled report modifications that maintain analytical continuity while enabling adaptation to evolving business requirements and organizational structures.

Operational Excellence

Regular Review and Optimization: Establish regular review cycles for scheduled report effectiveness, recipient satisfaction, and business value to guide ongoing optimization and ensure continued organizational benefit from automation investments.

Documentation and Knowledge Management: Document scheduled report configurations, business rationale, and maintenance procedures to support organizational knowledge management and ensure continuity despite personnel changes and evolving responsibilities.

Security and Compliance Monitoring: Implement ongoing monitoring of scheduled report security and compliance to ensure continued alignment with organizational policies and regulatory requirements throughout automated distribution lifecycles.

User Training and Support: Provide training and support for scheduled report recipients that enables effective utilization of automated analytical content while supporting adoption and organizational value realization from business intelligence automation.

Scheduled Reports transform the Reports and Dashboards module into a comprehensive business intelligence automation platform that delivers consistent analytical insights while maintaining security standards and supporting strategic decision-making across Partner Portal and Customer Portal implementations.

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