Scheduling a Report to Run - Data and Analytics

In Data and Analytics you can schedule a Web Intelligence report to run at a specific time and on a recurring basis. This quick guide will instruct you how to schedule a report to run. Once you have established the criteria and scheduled the report, the report will be run and sent the specified recipients.

Schedule a Report to Run

 Navigate to the folder that the report is in D&A and follow these instructions to schedule the report to run.

1. Click on the report name.
2. Click on the Actions drop-down menu.
3. Select Schedule.
   The Instance Title page will open. See Figure 1. 
    
   Figure 1: Schedule, Instance Title page. Click image to enlarge.  
4. In the Instance Title field, type the report name and/or specifics.

5. Click Recurrence option in the Schedule menu.
   The Recurrence page will open.

6. From the Run Object menu, select the recurrence frequency. For this example we will select weekly. If you choose Now then you may skip to step 10 below.
   The criteria for a weekly recurrence will display. See Figure 2.
   
   Figure 2: Schedule, Recurrence page. Click image to enlarge. 
7. Complete the fields indicating the frequency of the recurring report.
8. Enter the Start Date/Time for the recurring report.
9. Enter the End Date/Time for the recurring report.
10. Click the Prompts option in the Schedule menu.
    The Prompts page will open.
11. Click Modify to change the prompt values for the report.
    The Prompts box will display. See Figure 3.
     
    Figure 3: Prompts box. Click image to enlarge.  
12. Complete the prompts.
13. Click Apply.

14. Click Formats and Destinations from the Schedule menu.
    The Formats and Destinations page will display with the Output Format and Destination section expanded. See Figure 4.
     
    Figure 4: Formats and destinations page. Click image to enlarge.  

15. Select the Output Format for the report.
16. Under the Output Format Details indicate the destinations for the report.
    

    • Email recipients – Send to recipients email. If a report contains PHI/sensitive data do not schedule it to send via e-mail as it will not be sent encrypted (for HIPAA compliance).

      If a report contains PHI/sensitive data do not schedule it to send via e-mail as it will not be sent encrypted (for HIPAA compliance).

17. Click Destinations Options and Settings to specify the options and settings for the output format you chose.
    The Destination Options and Settings will display. See Figure 5.
     
    Figure 5: Destinations Options and Settings. Click image to enlarge.  

     

    Tip

    Uncheck the Use the Job Server’s defaults checkbox if you wish to customize the e-mail.

     

18. In the To field, type the email address(es) for the recipients of the report (separated by commas).

19. In the Cc field, type the email address(es) for the recipients that need to be Cc’d on the report (separated by commas).
20. In the Subject field enter the subject for the email (you also may use variables listed in the drop-down menu to enhance the field).
21. In the Specific name field enter an attachment (report) name (you also may use variables listed in the drop-down menu to enhance the field). Verify that there is a checkmark in the “Add file extension” box so that you do not have to manually add the PDF or XLS file extension.
22. In the Message field, select a message from the drop-down menu and/or enter your own message (you may also use variables listed in the drop-down menu to enhance the message).

23. Click Schedule to finalize your configuration and to start the job (or to schedule a recurring job).

     

    The Caching option in the Scheduling menu is for Web Intelligence format only.

    Events and Scheduling Server Group options should remain on the default settings.