How to Schedule and Send Custom Reports

Discover how to schedule a report and send it by email.

Last Updated

November 8th, 2019

Reading Time

2 min

User Level

Introduction

In your learning platform, you can schedule when you send a custom report so it will be automatically sent via email. Once you have created the template of your custom report, you can then decide to send a copy of it via email to yourself and any stakeholders.

Scheduling a Report

Access your platform as the Superadmin, then reach the Admin Menu from the gear icon in the top right corner of your page. Then, in the E-Learning section, select the Reports item. Once you’re on the Reports page, find the list of reports you’ve created at the bottom. Find the report of your choice in the list, then press the menu icon at the end of the report’s row. From the dropdown menu, select the Schedule item.

Now you can create your schedule. Choose if you want to send the report daily, weekly, monthly, quarterly, bi-annually, or annually. Then, choose the hour and the time zone from the corresponding dropdown menus. You may also need to choose the date, day of the week, or day of the month, depending on which option you flagged. The selected hour and time zone refer to the time when the report will be sent.

Please note that the data displayed in scheduled reports is always in UTC time, independently from the platform time zone and from the users time zone, in order to have a single time reference when users are accessing the platform from different locations, with different time zones.

schedule report

Type now the names of the recipients of the report. You can choose from all of the users of the platform and/or external email addresses.The report will be delivered as an email with a CSV file attachment. Please consider that attachment size is limited to 10 MB; if your report exceeds this size, the email will not be sent. In this case, you can flag the Send compressed attachment checkbox so that the report file is compressed in ZIP format before attaching to the email.

Please note that scheduled reports do not return federated results. This means that if a Power User is the recipient of a scheduled report, he/she will receive all results for the scheduled report. Best practice would dictate that Power Users are supplied visibility of custom reports via filter assignment. This will allow the Power User to view only results specific to the courses, users, catalogs, and locations he/she has been assigned to.

Press Confirm once finished. Once the report has been scheduled, you will see a clock icon in the report’s row in the list of reports. If you scroll your mouse over the icon, you will see the details of the scheduling procedure that you configured. If you want to halt the automatic sending, press the clock icon, which will then turn the icon from green to black, thus turning off the automatic emails. You can press the clock icon again, turning it from black to green, to reactivate it.

schedule report clock

You can edit a scheduling by clicking on the menu item at the end of a scheduled report’s row, and selecting the Schedule item from the dropdown menu. In the pop up box, you can change any parameter or you can delete the schedule by pressing the unschedule button.