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Automate report distribution

Automate report distribution

Schedule a report to automate its distribution. Scheduled reports can be distributed in PDF, CSV, or XLS format. Graphical reports can be distributed in PNG or PDF format.

Before you begin

Role required: To create scheduled reports, you must have both the itil role and either the report_admin or report_scheduler role.
Note: It is not possible to schedule Calendar, Map, Pivot Table, and Single Score reports.

About this task

Procedure

  1. Navigate to Reports > View / Run.
  2. Click a report to be scheduled for distribution.
  3. In the Report Designer, click the Sharing icon (reference sharing icon) and select Schedule.
    In the Report Builder, click the down arrow next to the Save button and select Schedule.
  4. Fill in the fields, as appropriate.
    Field Description
    Name Name of the scheduled report. The default name is based on the name of the underlying report.
    Report The report to schedule. This field is filled in by default.

    To send a report as a URL instead of as an image, clear this field and include the report URL in the Introductory Message field.

    Users

    Individual recipients of the report.

    To receive reports, users must have an email address defined and have Notifications set to Enable in their user records.

    Groups Group recipients of the report.
    Email addresses Email addresses of report recipients who are not in the system.
    Active Check box that enables (selected) or disables (cleared) scheduling for the report.
    Run Frequency for generating the report.
    Time Time of day to generate the report.
    Conditional Check box that shows (selected) or hides (cleared) the Condition field, which lets you specify the conditions under which the report is generated.
    Omit if no records Check box that prevents (selected) or allows (cleared) the distribution of empty reports.
    Condition

    User-created script that checks for certain conditions to be true before generating reports.

    This field is visible only when Conditional is selected.

    Subject Text that appears in the subject line of the distribution email.
    Introductory message Additional message that is delivered with the report.
    Type

    Report output type. Graphical reports are sent as PNG or PDF files, and list reports are sent as PDF files. When scheduling a graphical report to be emailed, select output type PDF or PDF-landscape to include the chart grid data. When scheduling a data report, select output type Excel or CSV.

    All reports are generated with the Highcharts charting engine, giving them a consistent look.

    Zip output Check box to send the report as a zip file.
    Include with Additional scheduled report to send.
    Page size (Multilevel pivot report only) Select from A3, A4, Letter, or Legal size. To specify the dimensions for a different paper size, select Custom and enter the Page height and Page width in pixels.
    Page height (in pixels) (Multilevel pivot report only) Shows when Page size is set to Custom. For non-standard paper sizes, multiply the page height in inches by 72 and enter the value in this field.
    Page width (in pixels) (Multilevel pivot report only) Shows when Page size is set to Custom. For non-standard paper sizes, multiply the page width in inches by 72 and enter the value in this field.
  5. Click Submit.
  6. (Optional) Use the Included in Email related list to create additional scheduled reports.

    Each report you add to the Included in Email related list must have its own schedule. By specifying a schedule for each report, you can send different reports to recipients of the previously identified reports, each with its own schedule.

    To unschedule a report:
    1. Navigate to Reports > Scheduled reports.
    2. Select the entry.
    3. Choose Delete from Actions on selected rows.
    This action only deletes the report schedule, not the report itself.

Schedule a report in the Report Builder

Schedule a report to automate its distribution. Scheduled reports can be sent as PDF, CSV, or XLS format.

About this task

To create scheduled reports, users must have both the itil role and either the report_admin or report_scheduler role.

Note: It is not possible to schedule Calendar, Map, Pivot Table, and Single Score reports.

Procedure

  1. Navigate to Reports > View / Run.
  2. Select a report to be scheduled for distribution.
  3. Click the arrow next to the Save button to open the Report Options menu and select Schedule.
  4. Fill in the fields, as appropriate.
    Field Description
    Name Name of the scheduled report. The default name is based on the name of the underlying report.
    Report The report to schedule. This field is filled in by default.

    To send a report as a URL instead of as an image, such as if the report image is too large for an email attachment, clear this field and include the report URL in the Introductory Message field.

    Users

    Users who should receive the report.

    To receive reports, users must have an Email address defined and have Notifications set to Enable in their user records.

    Groups Groups that should receive the report.
    Email addresses Email addresses of users who should receive the report but who are not in the system.
    Active Check box that enables (selected) or disables (cleared) scheduling for the report.
    Run Frequency for generating the report.
    Time Time of day to generate the report.
    Conditional Check box that displays (selected) or hides (cleared) the Condition field, which allows you to specify conditions under which the report is generated.
    Omit if no records Check box that prevents (selected) or allows (cleared) the distribution of empty reports.
    Condition

    User-created script that checks for certain conditions to be true before generating reports.

    This field is visible only when Conditional is selected.

    Subject Text that appears in the subject line of the distribution email.
    Introductory message Additional message that is delivered with the report.
    Type

    Report output type. Graphical reports are sent as PNG or PDF files, and list reports are sent as PDF files. When scheduling a graphical report to be emailed, select output type PDF or PDF-landscape to include the chart grid data. When scheduling a data report, select output type Excel or CSV.

    All reports are generated with the Highcharts charting engine, giving them a consistent look.

    Zip output Check box for indicating that the report is to be sent as a zip file.
    Include with Additional scheduled report to send.
  5. Click Submit.
  6. (Optional) Use the Included in Email related list to create additional scheduled reports.

    Each report you add to the Included in Email related list must have its own schedule. This allows you to send different reports to one or more of the recipients of the previously identified reports, each with its own schedule.

    To unschedule a report:
    1. Navigate to Reports > Scheduled reports.
    2. Select the entry.
    3. Choose Delete from Actions on selected rows.
    This action only deletes the schedule of the report, not the report itself.

Report output formats

You can export reports in certain output formats. You can schedule these reports for regular export.

Table 1. Report output formats
Report format Description
PDF Generate a PDF in portrait or landscape orientation. PDF reports include the chart grid data. Map reports cannot be exported to PDF format.
Note: To export Multilevel pivot tables to PDF, you must enable the Webkit HTML to PDF (com.snc.whtp) plugin.
Excel Report visualization shows as a Microsoft Excel (XLS) spreadsheet.
PNG Report visualization shows as a Portable Network Graphic (PNG) file.
CSV Report visualization shows as a comma-separated value (CSV) plain-text file.