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Engage Voice | Scheduling reports in Historical reports

Last updated on August 10, 2022

Table of contents

Historical reports allow you to customize how you want data and reports sent to your preferred destinations. While Historical dashboards are always exported as PDF files, Historical reports can be exported as raw data (CSV files) or as spreadsheets (XLS files).
 
You can arrange for your reports to be formatted for and delivered by:
  • Email: Sends reports through email.
  • File transfer (FTP): Uses File Transfer Protocol to send reports to your computer or server.
  • S3 bucket: Sends reports to your AWS cloud storage resource.
  • Secure file transfer (SFTP): Uses SSH (Secure Shell) File Transfer Protocol to send reports to your computer or server.
This article is about scheduling reports. Read this article to learn how to schedule or export dashboards.

Accessing scheduled Historical reports

  1. Sign in, then click on the Analytics icon.
  2. Go to Historical reports > Scheduled.
  3. Click on your scheduled Historical report.
Shows how to access scheduled Historical reports

Creating a new schedule

You can create a schedule in any of three locations.
  • In the Scheduled folder.
  • In a report folder (Standard, Shared, Private, and Favorites).
  • In the report’s viewer mode.
Note: The data in your scheduled reports will be identical to the data that you see when you look at those reports in viewer mode. Learn more about historical analytics platform limits.

Creating a new schedule in the Scheduled folder

  1. Sign in, then click on the Analytics icon.
  2. Go to Historical reports > Scheduled.
  3. Click on the New schedule button in the upper right-hand corner.
Shows how to create a new schedule
  1. In the General section, select the report you want to schedule in the Report name dropdown.
  2. Add a custom name for your scheduled report in the Schedule name field.
  3. Select your preferred file type in the File type dropdown.
  4. In the Schedule section, select how often you want the schedule to run in the Frequency dropdown, then fill out the rest of the field options.
  5. In the Destination section, select your preferred destination in the Destination type dropdown, then fill out the rest of the field options.
  6. Click Save and close or Save.
Shows how to create a new schedule and their settings
Note: In the Schedule and Destination sections, settings may change according to the selected frequency and destination type.

Creating a new schedule in the report folders

  1. Sign in, then click on the Analytics icon.
  2. Go to Historical reports and select the folder where the report you want to schedule is located. (Standard, Shared, Private, Favorites)
  3. Click the Actions icon to the far right of the report you want to schedule, then select Schedule from the dropdown.
Shows how to create a new schedule in the report's folder
  1. In the General section, select the report you want to schedule in the Report name dropdown.
  2. Add a custom name for your scheduled report in the Schedule name field.
  3. Select your preferred file type in the File type dropdown.
  4. In the Schedule section, select how often you want the schedule to run in the Frequency dropdown, then fill out the rest of the field options.
  5. In the Destination section, select your preferred destination in the Destination type dropdown, then fill out the rest of the field options.
  6. Click Save and close or Save.

Creating a new schedule in the report’s viewer mode

  1. Sign in, then click on the Analytics icon.
  2. Go to Historical reports and select the folder where the report you want to schedule is located. (Standard, Shared, Private, Favorites)
  3. Open the report you want to schedule. Click the Actions icon in the upper right-hand corner, then select Schedule from the dropdown.
Shows how to create a new schedule in the report viewer
  1. In the General section, select the report you want to schedule in the Report name dropdown.
  2. Add a custom name for your scheduled report in the Schedule name field.
  3. Select your preferred file type in the File type dropdown.
  4. In the Schedule section, select how often you want the schedule to run in the Frequency dropdown, then fill out the rest of the field options.
  5. In the Destination section, select your preferred destination in the Destination type dropdown, then fill out the rest of the field options.
  6. Click Save and close or Save.

Helpful hint!

A new schedule created in viewer mode will only display saved or applied filters created in edit mode. Learn more about using filters to edit your reports.

Scheduled Historical reports settings

General

Schedule

Settings under the Schedule section change according to the frequency type chosen.
  • Frequency type: Select how often you want the report sent to your destination.
    • All working days
    • Custom
    • Every day
    • Every hour
    • Every Monday
    • The first of the month
  • Run time: Set the time (hh:mm AM/PM) at which you want your report to be sent (default: 9AM).
  • Starts: Set the date (mm/dd/yyyy) on which you want your report to start being sent (default: current day).
  • Ends: Set the date (mm/dd/yyyy) on which you want your report to stop being sent. Keep this field empty to keep sending the report until you deactivate it.
  • Timezone: Select the timezone in which you want the schedule to run.
    • Pacific Time (US & Canada)
    • Mountain Time (US & Canada)
    • Central Time (US & Canada)
    • Eastern Time (US & Canada)
    • Hawaii
  • Repeat: Set the frequency with which you want to run your report (default: Daily). 
  • Run every: Select, in conjunction with the Repeat setting, the number of times you want your report to run. (Available only in Custom frequency.)

    For example, if you want your custom report to run twice a month, select Monthly in the Repeat setting and select ‘2’ in the Run every setting.

Destination

Settings under the Destination section change according to the destination type chosen. Email is preselected as the default destination.
  • Email: Sends reports as email attachments.
    • Subject: Write the subject line of the email to which your Historical report will be attached (default subject: Schedule Name). 
    • Destination email(s): Choose one or more destination email addresses. Separate multiple addresses by using a comma or hitting the Enter/Return key to create a new line.
    • Message: Write a short email message to accompany the report. (Default: “Hello, your scheduled email is ready.”) You can change the message as you wish. 
  • File transfer (FTP): Uses File Transfer Protocol to send reports to your computer or server.
    • FTP server: Enter the URL of your FTP server.
    • FTP username: Enter the username of your FTP server’s user.
    • FTP password: Enter the password of your FTP server’s user.
    • FTP directory: Enter the directory’s full path on your FTP server where you want to store your report.
  • S3 bucket: Sends reports to your AWS cloud storage resource.
    • S3 URL: Enter the URL of your S3 bucket. Formatting options include:
      • http://s3.amazonaws.com/[bucket-name]/
      • http://[bucket-name].s3.amazonaws.com/
      • https://s3.[Region].amazonaws.com/[bucket-name]/[key-name]
      • https://[bucket-name].s3.[Region].amazonaws.com/[key-name]
      • https://[bucket-name].s3-[Region].amazonaws.com/[key-name]
    • S3 Access Key ID: Enter the Access Key ID of your S3 bucket.
    • S3 Secret Access Key: Enter the Secret Access Key of your S3 bucket.
  • Secure file transfer (SFTP): Uses SSH (Secure Shell) File Transfer Protocol to send reports to your computer or server.
    • SFTP Server: Enter the URL of your SFTP server.
    • SFTP username: Enter the username of your SFTP server’s user.
    • SFTP password: Enter the password of your SFTP server’s user.
    • SFTP directory: Enter the specific location of the directory’s full path on your SFTP server where you want to store your report.

Editing an existing schedule

  1. Sign in, then click on the Analytics icon.
  2. Go to Historical reports > Scheduled.
  3. Locate the schedule.
    1. Search for your scheduled Historical report in the search bar
      OR
    2. Click the Show my schedules toggle to the right of the search bar.
Shows how to edit an existing report
  1. Click on your scheduled Historical report.
  2. On the settings page, edit the settings you want to change.
  3. Click Save and close or Save.
Note: You cannot edit scheduled Historical reports that other users have created. Contact the owner of the schedule to make any changes.

Cloning an existing schedule

  1. Sign in, then click on the Analytics icon.
  2. Go to Historical reports > Scheduled.
  3. Locate the scheduled Historical report.
    1. Look for the scheduled Historical report that you want to clone manually
      OR
    2. Search for the scheduled Historical report in the search bar.
  4. Click the Actions button at the far right of the report’s row.
  5. Select Clone.
Shows how to clone an existing report
  1. Select the historical report you want to clone and choose a name for the cloned report in the Clone schedule window. (Default: ‘Clone of: report name.’)
  2. Click Save.
  3. On the configuration page of the cloned report, change some settings, if you wish to do so. 
  4. Click Save.

Helpful hint!

If you click on Go to report, a new tab will open that will take you to the report’s page. If a report is set to private, the Go to report option will not appear in the menu. 

Deleting a schedule you created

  1. Sign in, then click on the Analytics icon.
  2. Go to Historical reports > Scheduled.
  3. Locate the schedule.
    1. Search for the scheduled Historical report in the search bar
      OR
    2. Click the Show my schedules toggle to the right of the search bar.
  4. Click the Actions button at the far right of the report’s row.
  5. Select Delete.
Shows how to delete an existing report
  1. Click Delete to confirm.
Note: You cannot delete scheduled Historical reports that other users have created. Contact the owner of the schedule to make any changes.  If the owner of the schedule cannot be reached, contact your account manager.
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