Schedule A Report

Overview

Schedule reports to be run automatically, whenever they are needed.

Background

You have a wide range of scheduling choices, including daily, weekly, monthly and yearly, with multiple options within each category.

Keep in mind that when you schedule a report, you're working with a "report assembly," which is a report template and its associated data. The report itself is the actual output file, which contains data from a specific moment in time. One report assembly can be used in creating a number of different reports, depending upon the variables you specify and how frequently the data changes.

To begin, click the Assembly tab.

Step One: Choose A Report

 

Each report assembly is identified by a title and, if it has been provided, a description.

From this screen, you will navigate to the report assembly. Click the Browse button, and you will see a file selector. Browse to your report assembly and click it in the right-side pane.

 

Once you have selected the report assembly, click Next.

POSSIBLE Step Two: Enter Report Variables

 

If the report contains variables, you will now be prompted to input those variables. This screen will vary by report. For instance, suppose you want to run invoices for various customers. In this case, you would need to make use of a variable in the report that would allow you to select individual customers or a batch of customers rather than the entire database of customers.

Keep in mind that what you see here is determined by information input during the report assembly creation. If you have any questions about what to enter on this screen, please contact the person who created the report assembly.

Variables fall into one of the following types:

  1. Currency requires the variable to be entered as either a whole number or a number with locale-dependent decimal places.

  2. Date requires the variable to be chosen from a calendar

  3. Integer requires the variable to be entered as a whole number.

  4. Number requires the variable to be entered as any number, which may or may not contain a decimal point or comma. Other characters or symbols are not allowed.

  5. Text variables can be entered in any format.

  6. Select !!! – can be a string chosen from a dropdown menu or text input into a text box.

 

Step Three: Determine the Report Schedule

 

On the calendar page, select the following:

  1. The start date of the report. Click the date on the calendar to specify the day you want the recurring pattern to begin. (Use the small arrows at the top of the calendar to move through the months.) This does not mean the report will necessarily be run that day; instead, this date indicates when the pattern will begin.

  2. The time you want the report to run. Enter the time in the Start Time text box. The time reflects the time on the server where the Arrow is installed.

  3. The recurring pattern for when the report will run. Reports can be run daily, weekly, monthly or yearly.

  4. The frequency of the recurring pattern. Type this number in the Every __ text box. For instance, if you want the report to run every third week, you would select the radio button for Weekly and type the number "3" in the text box.

  5. Additional parameters, based on the recurring pattern and frequency. Depending upon what you choose in c) and d), you have additional parameters. If you choose Daily, you can select to run the report on weekdays only. If you choose Weekly, you can select the day or days to run the report. If you choose Monthly, you can run the report on the xth day of the month, or the first (second, third, etc.) day (weekday, weekend day, Sunday, etc.) of the month. If you choose Yearly, you can choose a specific day and month or the select to run the report on the first (second, third, etc.) day (weekday, weekend day, Sunday, etc.) of the desired month.

  6. An email address.If you'd like this report to be emailed, enter the recipient's email address in the Email To text box. For multiple recipients, separate each address with a semicolon.

 

Tip: While you can't schedule a one-time event for the future with a single command, there is a simple workaround. Choose the start date and time for when you want the report to run, select run yearly as the recurring pattern, and then delete this schedule once the report has been run. Or, just go to the Run Report web part and run it.

 

Step Four: Choose the Report Output

 

Windward lets you run reports in a wide variety of formats, including DOCX, XLSX, PDF, XML Word, XLS, XML Excel, RTF and PPTX.

  1. Click the Browse button, and browse to the location where you'd like to save the report. Click the right side to choose the folder

     

     

  2. Type the report name in the Report Name text box.

  3. Select the desired report output format from the Report Format drop-down menu.

Step Five: Review and Generate Schedule

 

The last screen of the Schedule A Report web part shows the name of the report assembly, the schedule it will run, the output format, the report name, where the report will be saved, and an address where the report will be emailed (if applicable).

Click the Schedule Report button to schedule the report. A note appears on the screen telling you that the report has been successfully scheduled.

View Scheduled Reports

 

You can see a list of all scheduled reports in the Scheduled Windward Reports web part. Each report displays the following information:

  • The report's name and description

  • When the report was last run and whether it was successful

  • When the report will run next

Delete Scheduled Reports

You will also be able to delete a scheduled report from the Scheduled Windward Reports web part. Simply click the Delete button and confirm that you want to permanently delete the scheduled report.

Note: You cannot delete actual reports from this web part; you can delete only the schedule for running a report. To delete a report entirely, delete it as you would any other file stored in SharePoint.

Last edited Jun 6, 2012 at 10:16 PM by allisonl, version 1

Comments

No comments yet.