i4connected Knowledgebase 5.6

Scheduling reports

Abstract

Yes, scheduling Reports is possible in the i4connected portal! Check out this article for more details about this functionality.

Users having the Schedule reports permission enabled, can schedule Reports in the Report schedule panel.

i4connected automatically sends the reports to the users having the reports assigned, by means of Entity role assignments, considering the calendar settings. The report is delivered via PDF format to the specified email addresses.

Warning

The report delivery may be delayed with several minutes due to various reasons, such as the rendering time or the time interval used by the server to check for scheduled reports.

Assigning Reports to users

When creating a new Report definition it will be automatically assigned to the creator user, hence becoming owner of that Report. Further on, users having the View users and Users permissions enabled can assign reports to other users, as well.

This can be done by a system administrator, in the Users panel, by selecting a user in detailed view mode and selecting the Reports tile.

Reports_tile.jpg

User's Reports tile

As soon as the Reports tile has been selected, the Reports panel is opened. In this view, the system administrator can manage the Reports assigned to a user.

By clicking the Change button the Select Reports panel is opened, listing all the Reports available for the currently logged in user.

Select_reports.jpg

The Select reports panel

Note

All the Reports assigned to a user, under it's user profile, will be available for scheduling, regardless if the user has view permissions enabled for them or not.

Report schedules

The Report schedule panel is available for all users having the Schedule reports permission enabled. As earlier indicated, only the reports assigned under a user's profile will be available for scheduling.

The Report schedule is presented as monthly calendar, where by default the current month is set. In this view, the already existing schedules can be viewed, updated or deleted.

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The Report schedule panel

In this view, the user can switch from the Calendar view to the List view, by toggling between the respective buttons.

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Enable the list view

The scheduler date can be also changed using the Calendar option, allowing the user to jump to another month of the current year, the past year(s) and even future year(s).

Calendar_button.jpg

The Calendar selector

Existing schedules are represented as colored dots in the calendar view. Clicking on a day where the report bubble is displayed, the calendar is expanded to show the full report name(s) and the exact delivery time.

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Expand calendar to view scheduled reports

A scheduled report can be opened in edit mode by selecting it in the expanded calendar view. When editing a Report schedule the user can change the report definition, the color represented in the calendar view and the delivery date and time.

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The Edit Report schedule panel

The deletion of schedules follows the same method as any other objects inside i4connected portal. Clicking the Delete button will open the Delete Report Schedule panel. Here, the confirmation code can be typed in order to delete the schedule. In this view, system will only delete the schedule. To delete the report, use the delete functionality from the Reports panel. Once deleted, the schedule will no longer be visible in the Report Schedule calendar.

Note

Deleting a Report schedule will NOT delete the Report definition itself.

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The Delete Report schedule panel

It is also possible to define new Report schedules by clicking the Add toolbar button, in the Report schedule panel.

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The Add Report schedule button

The Add button opens the Add Report Schedule panel which allows the user to select an existing report and customize it's scheduling parameters.

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Add report schedule panel

In the Add Report Schedule panel the user can define the schedule by means of the following parameters:

  • Color - the color marking the schedule, in the calendar. Selection is done from a color picker tool.

    Color_picker.jpg
  • Report - the Report that will be scheduled.

    By clicking the Report button, the Reports list will be opened, allowing the user to select the desired report to be scheduled. In this view, the Reports list will display only the reports assigned to the user.

    Select_report.jpg

    Select report for the schedule

  • Select schedule - the actual schedule from chronological point of view can be:

    • the Daily report delivery can be scheduled to occur at exact time (Start time), on every weekday or at specific daily intervals, during a predefined period of time (Start date / End date).

      Daily.jpg
    • the Weekly report delivery can be scheduled to occur at exact time (Start time), on predefined days of the week, during the specified period of time Start date / End date).

      Weekly.jpg
    • the Monthly report delivery can be scheduled to occur at exact time (Start time), on predefined days of the month, during the specified period of time (Start date / End date).

      Monthly.jpg
    • the Yearly report delivery can be scheduled to occur at exact time (Start time), on a predefined day of the month, during the specified period of time (Start date / End date).

      Yearly.jpg
  • Report parameters - this area is enabled only after a report has been added to the schedule. This option allows the user to configure the defined report parameters as desired, in order to fill the report with the appropriate data. The configuration of the parameters depends on the available parameters for the current report, but usually implies the selection of an organizational unit, a site, an area and/or an event information.

    Report_parameters.jpg

    Report parameters

  • Custom report parameters - this area is enabled only after a report has been added to the schedule. This option allows the user to configure values for the custom parameters added to the selected Report.

    Custom_rep_param.jpg

To preserve the Report schedule the user can click the Save button or the Save and Archive button. For more details about the Report archives please also check the next article.