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Managing Scheduled Reports with Workflows

Scheduled Reports provide a centralized system for the management and automated delivery of report summaries.

What You Will Find Here

Who Can Access?

This feature is available to all users who have workflow permissions. You must have viewing permissions for the report you want to schedule. Recipients must also have viewing permissions for that report. Users without these permissions will not appear in the recipient selection list.

How to Access

Follow these steps to reach the management screen:

  1. Click Workflow in the main navigation menu.

  2. Click Automation.

  3. Select Scheduled Reports.

The system opens the Scheduled Reports Management Screen.

What You Can Do Here

Automated Scheduling and Targeting

This process sets the frequency and destination for your automated data deliveries. It ensures that the correct team members receive updates without manual effort.

  • Select the Delivery Frequency. Options include Daily, Weekly, Monthly, or Yearly.

  • Choose the Summary Type. You can select an existing report or a summary report.

  • Select the Target Type. Choose Unit or Channel to define the destination.

  • Select the specific Recipients. You can pick users or role groups associated with the selected unit or channel.

The system creates a recurring task. It distributes the selected report to the defined audience automatically based on your schedule.

Notes / Tips / Warnings:

  • If you set the frequency to Daily, the system hides the period field.

  • Daily reports default to sending data from the previous day.

  • All users must have existing report permissions to receive the delivery.

Dynamic Date Range Selection

The Report Date field defines which period of data appears in the delivery. You can use relative operators to ensure the report always covers a specific timeframe.

  • Locate the Report Date field.

  • Select a date operator from the dropdown menu.

  • If you select Last [X], enter the numerical value and select the unit as Days, Weeks, or Months.

  • If you select Between, define the Start Day for the previous month and the End Day for the current month.

The report data filters automatically based on the day the task executes. This ensures the information is always relevant to the current date.

Notes / Tips / Warnings:

  • Last Week: This covers the previous full week. For example, if today is March 20, the system sends data for March 10 to March 16.

  • Last Month: This covers the previous full month. For example, if today is March 20, the system sends February data.

  • This Week: This covers the period from the start of the current week until yesterday.

  • This Month: This covers the period from the 1st of the current month until yesterday.

  • Between: This is for custom monthly cycles. If you set the Start Day to 7 and the End Day to 7, the report covers from the 7th of the previous month to the 7th of the current month.

Content Customization and PDF Attachments

You can personalize the appearance of the delivery email. This includes adding custom text and choosing to include the full report as a file.

  • Enter text in the Mail Topic field to set a custom subject line.

  • Enter text in the Mail Body field to provide details for the recipients.

  • Check the Attach Report as PDF checkbox if you want to include a document version.

Recipients receive a customized email message. If you checked the PDF option, the system includes the report as an attachment.

Notes / Tips / Warnings:

  • Both the subject and body fields are optional.

  • If you leave these fields blank, the system uses the default email template.

Limits and General Notes

  • Consolidated Settings: All digest functions are now managed in this central location. The system has removed individual digest settings from profile, unit, and account sections.

  • Security Requirements: You must define a separate workflow for each report. This maintains strict data security for all recipients.

  • Customer Feedback: This feature incorporates multiple requests from users to provide more flexible delivery options.

FAQs

What is the difference between automation and reporting? Standard reporting is a manual process. You must log in and export data when you need it. Automation handles this work for you. You define the rules and the system delivers the data to your team on a schedule.

Can I send a report to someone who does not have viewing permissions for that report? No. Security rules prevent unauthorized users from receiving data. Only users with existing permissions for a specific report appear in the recipient list.

How do I set a custom number of days for a report? Select the Last operator in the Report Date field. Enter your desired number in the value field. Select Days as the unit. The system will count that specific number of days backward from the execution date.

What happens if today is Wednesday and I select "This Week"? The report will include data from Monday until yesterday. The system always counts from the start of the current week.

What happens if I leave the Email Subject or Body fields blank? The system uses the default format for the delivery. Customization is entirely optional.