You can schedule a number of reports to automatically run on their own custom schedule. The scheduling has parameters (e.g., frequency, export file type, start date) that you set for each report that you schedule, and you can specify who is notified when the report is ready.

You can schedule up to 30 reports to automatically run.
- If you're at the maximum, you can stop a report schedule to activate a different one.
Scheduled reports are accessible on the Exported Reports page.
- Refer to Exported Reports page, below, to learn about managing your exported reports.

This article describes:

the Report Schedules page;
how to create and configure a report schedule; and
how and where to manage your exported reports.

Access the Report Schedules page

In the Admin Toolbar, click Admin.

Navigate to Reports > Schedules.

The Report Schedules page displays all of the reports that have been configured with a schedule.

Report Schedules page-highlights.png

By default, the list is sorted chronologically (by most recent activity) on the Updated On column. (An "activity" can be the schedule having been created, edited, or exported.)
The active/maximum report-scheduling counts display in a pill icon next to the page title.
The Subscribers column displays a hyperlinked count that you can click in order to view and manage Super Admin subscriptions.
The Active column displays a check mark (✔) for the report schedules that are currently active.
The Edit and More buttons are enabled only when a schedule in the list is selected.
Use the search and filter features to quickly find report schedules.

TIP: Click a column header to sort on that column; click again to reverse the sort order. Click the columns count below the list to add and remove columns in the current view.

Report Schedules notes

Below are a few things that you should know about report schedules.

Active schedules - When a report schedule is created and the maximum number of active schedules:

has not been reached, the new schedule is automatically activated.
has been reached (i.e., are "active"), the new schedule is not automatically activated. An active schedule has to be stopped in order to manually activate the new schedule.

Export timing - A scheduled report might not run at the exact time that is specified (due to scheduled system processes, network traffic, and other operations), but it will not run earlier than this time.

TIP: Refer to Set the export date & time, below, to learn how to create and edit report-export schedules.

Create a schedule

On the Report Schedules page, you can create and configure a report schedule, and edit an existing schedule.

Notes

A report schedule's Create and Edit dialogs are identical. The field descriptions below, for the "create" process, also apply to editing.
Reports for optional modules (e.g., Ideation, Volunteer Manager, Mentor Match) display in the Report dropdown only if your account has licensed those modules.
Some report selections trigger a Configure section in which you have to make further selections. For example, if you select a community-based report (as opposed to a site-based report), you have to also select a Community Type and then a Community.
Your saved settings display in the Preview Panel when you select a schedule on the Report Schedules list page.

To create a schedule:

Click the plus sign to the right of the page title.
Use the information in the sections below to configure a report schedule on the dialog.

Select - choose a report & format

This section describes selecting:

which report you want to schedule and
a format for the exported file.

The Report dropdown defaults to a curated list of reports that you can choose from.

To access the full list of reports, click View all reports to the right of the dropdown. The option changes to View curated reports.

NOTE: If you select and configure a report and then toggle the list, the report selection and your configuration settings are deleted and have to be reconfigured.

Select which Report you want to schedule for export.
Click the Export File Format dropdown to select your preferred format for the export file.

Schedule - set the export details

This section describes:

the export frequency options and what to expect from each, and
how to customize the date and time settings.

Click the Export Frequency dropdown to set how often (monthly, weekly, once) you want the report to run.
Use the information below, in Set the export date & time, to specify when you want the report to start exporting.

NOTE: A report's schedule must be at least 30 minutes (from the <current_time>) in the future.

Set the export date & time

This section describes the export-scheduling options that are available based on the "frequency" that is selected.

The scheduling time always defaults to the next half-hour increment from the <current_time>.
The scheduling date always defaults to <tomorrow's_date> (Weekly and One time options).

Weekly and One time

If Export Frequency is set to either Weekly or One time, you can:

Click the calendar and clock icons to select your preferred date and time OR...
Type the preferred date and time into the field in the format: Mon, Jun 26, 2023 2:06 PM.
- Any deviation from this format (e.g., inputting the full name of the day or not including a space) will likely result in an error. Error messages immediately display below the field.

The schedule details display in the Info box.

Monthly

If Export Frequency is set to Monthly, there are two configuration dropdowns: Export Day and Export Time.

Export Time displays only a time-setting option. Click the clock icon to set a time other than the default (or specify a time in the field). This must be at least 30 minutes from the <current_time> in the future.
Export Day has three options. If you choose:

Option	Description
First day of the month	The report will export on the first day of every month at Export Time.
Last day of the month	The report will export on the last day of every month at Export Time. NOTE: Remember, across the year, the date on which this report exports will vary between the 28th (the 29th in Leap years), 30th, and 31st.
Custom day...	You can select which day of the month to run the export at Export Time. NOTE: This dropdown defaults to the next day's date AND is intentionally limited to the 2nd through the 28th of the month due to months having varying day counts.

The schedule details display in the Info box.

Review the schedule details. If they are as you expect:

Click Schedule.

Review the Report Schedules list and verify that your schedule is correct.

TIP: Exported reports are accessible in Admin > Reports > Exports. Refer to Exported Reports page, below.

Preview Panel

When you select a schedule on the Report Schedules page, the Preview Panel opens and displays information about the report, including any report-specific configuration parameters that were set in the Configure section.

NOTE: Updated On is a blanket term for any report-schedule activity; therefore, it could refer to the report schedule having been created, edited, or exported.

In the panel, click the Super Admins link to open a dialog that lists your site's Super Admins and which indicates, with checkmarks, which Super Admins are subscribed to this report schedule. In the dialog, you can manage (add and remove) Super Admins' subscriptions.

Admin options

Select a report schedule in the list to enable the Edit and More buttons in the upper right.

Edit

You can edit any existing report schedule, whether it is active or stopped. The Edit dialog mirrors the Create dialog.

NOTE: If fewer than the maximum number of schedules are active, then editing an inactive schedule automatically activates that schedule.

You can edit a schedule's:

export file format,
report category,
export frequency, and
start date.

NOTE: Editing a schedule does not impact reports that have already been generated; the changes are apparent in future reports only.

More options

The More button has several options; click:

Subscribe/Unsubscribe to change your current subscription status for the selected schedule.
Manage Subscribers to manage the subscriptions of your site's Super Admins for the selected schedule. (You can also do this in the Preview Panel and via the Subscribers column.)
Stop Schedule/Start Schedule to change the current status for the selected schedule.
Delete to delete the selected schedule. Previously exported reports remain intact; they are not affected by this action.

WARNING: This action removes all information and subscriptions that are associated with the schedule. This action is irreversible.

Subscription-based report notifications

A notification email message is sent to all Admins who are subscribed to a report schedule. The message is sent after each scheduled export and it includes:

Schedule Frequency and Configuration details

As well as links to:

the latest copy of the report,
the Report Schedules page, and
the Exported Reports page.

NOTE: For security and privacy-protection reasons, the embedded links will not work if the notification message is forwarded to someone other than an account Super Admin. Super Admins can access and download exported reports, even if they are not subscribed to report notifications.

Search & filter the Report Schedules list

If there are a lot of report schedules configured in your site, you can use the search and filter features in order to refine the list and more quickly find the schedules you want.

Search for Report Schedules

Click the magnifying glass icon to open the search field.

The search queries the Report Name, Frequency, and File Format columns.
The search also includes the report category, even though it doesn't display on the page. For example, if you search on "exp", the search yields the Speakers Per Country and Speakers Per Speaking Country reports because they are in the ("exp") Expert Directory category.

TIP: Report names inherently make it difficult to "group" related reports. However, you can refine the list to display related reports by searching on the category name, such as Discussions and Users.

Filter the list

Click the filter icon to open the Filter dialog which has multiple criteria for filtering the list of report schedules.

NOTE: The filtering applies all of the criteria that are selected. If multiple criteria are selected, they work as an AND operation, not an OR operation. This is demonstrated in Filtering example, below.

You can filter by:

the frequency of the schedule;
the format of the export file;
the category of the report;
your subscription status; and/or
the status of the schedule.

Filtering example

Assume an Admin filters the list to display the report schedules:

that export once per month, AND
to which she is not subscribed, AND
that are currently active.

The filtered list makes it easy for her to quickly see a subset of report schedules so that, if necessary, she can change the frequency, subscribe to a schedule, and/or stop a schedule.

Exported Reports page

This page lists all of the reports that have been exported since the option was enabled in your account and is sorted alphabetically on the Report column.

Navigate to Reports > Exports.

NOTE: Reports that were exported prior to the option being enabled in your account do not display.

Exported

TIP: Click a column header to sort on that column; click again to reverse the sort order.

To manage the list, you can:

Click the magnifying glass icon to open the search field. The search is limited to the Report column and will initiate on the first typed letter.
- Click the X to clear the search and restore the original list.
Click the filter icon to open the Filter dialog. From the dropdown, choose an Admin and click Apply.
- When the filter icon is "filled in" (i.e., solid orange), a filter is currently applied. To clear the filter and restore the original list, click the filter icon and then click Clear Filter and Apply.

To manage a report, click a report to select it and then:

Click Download to export a copy of the report.
- The exported file will be in the same format as the original exported file (shown in the File Format column).
Click Delete to remove the report; then click Delete to confirm.
- This action is irreversible.

TIP: When you click a report, the Preview Panel displays any parameters (e.g., a date range) that were specified and applied to the report when it was generated (Exported column). Some reports have required parameters.

Export individual reports

In addition to scheduling reports, you can still export any report from its dedicated report page (when you click View Report) in the Admin interface or in a community's Settings > Reports page.

When you navigate to a report page, the Export Report button still displays for you to generate and export a report.

TIP: This option is better for large reports; the floppy-disk icon is also available and ideal for small reports.

As indicated in the dialog, an email message is sent when the report is ready.

In the message, the report title is a link to download the report in the selected format. There's also a link to the Exported Reports page.

The following articles provide information about the Admin and community-based reports that are available in your account and which can be scheduled.

Admin & Community Reports is a Getting Started article that offers a high-level look at both types of reports, including how to access the reports in the Admin interface and the community site.
Admin Reports describes the set of report-management tools that are on each report page; discusses how to interact with report data and access sub-reports; and provides links to reports-based articles.
Individual Community Reports lists and describes the community-based reports that you can generate in order to get a detailed view of user engagement in specific communities.
The Reports List Page describes the Admin page that lists — and links to — all the Admin-based reports in your community site.

Scheduled Reports