Engage Voice | Scheduling reports
When you use Scheduled Reports, you have the option of downloading a report immediately or scheduling a report. If you have not done so already, you might want to read Intro to Scheduled Reports.
Whether you download a report or schedule a report, you will first need to configure your filter settings, which is discussed in Filtering reports.
After you configure your filter settings, you will need to configure additional settings. Some of these settings are found in the Schedule tab. These settings allow you to determine, for example, the frequency of your scheduled report and the time frame in which you want to receive reports.
Scheduling a report also means that you will need to configure settings in the Destination tab. These settings determine, for example, whether you want to send the report via email or file transfer.
The platform also allows you to view all your scheduled reports in a table format. Once you have scheduled one or more reports, your scheduled report(s) will be listed in the Scheduled Reports table, which you will see as soon as you navigate to Scheduled Reports via the left-hand navigation bar.
The table displays all scheduled reports you have configured in your account and the next time each report will run. You can sort or filter your scheduled reports as well as download the most recent run for a given scheduled report.
How to schedule a report
When you are ready to schedule a report and configure its destination, follow these steps:
1. Click on the Analytics app icon upon log in
2. Navigate to Scheduled Reports via the left nav bar
3. Select the category of report that you want to configure to reveal your report options
4. Select a specific report within the category to reveal the Report Filters tab and its settings
5. Click on the Run Once or schedule? field and select On a Schedule
6. Configure additional filtering options as desired
7. Click the Schedule tab or the blue Next button
8. Click on the Frequency field to reveal your options and choose a frequency
9. Click on the Schedule Timezone field to reveal your options and choose a timezone
10. Specify a Start Date and End Date for the report (Note that scheduling a start date in the past will run the report on creation)
11. Configure additional scheduling fields as desired (Note that the fields you will see depend primarily on which option you chose in the Frequency field)
12. Click the Destination tab or the blue Next button
13. Enter a name for the report in the Name field
14. Click on the Destination Type field and choose a destination option
15. Configure additional destination fields as desired (Note that the fields you will see depend on which option you chose in the Destination Type field)
16. Click the Save Report button at bottom right
You will find your saved report on the Scheduled Reports section, just above the categories for selecting the type of report. From here you can download, edit, and delete the generated scheduled report.
Let’s review the parameters that you will see on the generated report.
- Name: Name of the report that you have set in the Destination tab
- Type: The Scheduled report type
- Destination: The type of destination that will receive the report. This parameter is set in the Destination tab
- Frequency: States how often your schedule will run based on the option you choose. This parameter is set in the Schedule tab
- Next Run Time: Determines what time of day your report will run. This parameter is set in the Schedule tab
- Status: Shows the delivery status of the report
- Download: Click the Download button to download your report. You can download your report in various report formats, which you can set in the File Return Type under the Report Filters tab. You can download your report in the following types:
- .csv
- .html
- .xml
- .xls
- .xlsx
- .ods
- Edit: Click the Edit or pencil icon to edit your generated report. You will be redirected at the start on how to set a scheduled report
- Delete: Click the Delete or trash bin icon to delete the generated report
When you schedule or edit the generated scheduled report, you will encounter various settings as you move on to the Schedule and Destination tabs.
Let’s review the tab settings further.
Schedule tab settings
Many of the settings you encounter when configuring a report schedule will vary depending on the options you choose on the Reports Filters tab. Explanations for all the settings you might encounter are listed below:
- Frequency: Lets you specify how often the report should run
- One Time: The report will run only once
- Minute, Hourly, Daily, Monthly: The report will run at a periodic interval of this frequency
- Calendar: The report will run during the days of the week that you specify
- Schedule Timezone: Lets you choose the time zone that will be used to determine when to run your report(s)
- Start Date: Determines when the report schedule will begin
- End Date: Determines when the report schedule will end (Note that this field does not appear if you choose One Time in the Frequency field)
- Interval: Lets you determine how often your schedule will run based on the option you choose in the Frequency field (Note that this field does not appear if you choose One Time or Monthly). For example, if you choose a Daily frequency and supply ‘1’ in the Interval field, your report will run everyday
- Run Time: Lets you determine what time of day your report will run (Note that this field only appears if you choose Monthly in the Frequency field)
- Day: Lets you determine the day of the month your report will run (Note that this field only appears if you choose Monthly in the Frequency field)
- Days of the week: Allows you to determine which days of the week your report will run (Note that this field only appears if you choose Calendar in the Frequency field)
- Range Start: Allows you to determine the starting point for the range of data that will be included in your report relative to when the report is scheduled to run
- Increment: Lets you specify a number to determine how far back in time you want data included in your report
- Interval: Lets you select whether to use days, weeks, or months to define the number you supplied in the previous field. For example, if you enter 30 in the Increment field and choose Day(s) in the past in this field, then your report will include data starting 30 days before it runs (Note that this field should not be confused with the first Interval field described above)
- Range End: Allows you to determine the end point for the range of data that will be included in your report relative to when the report is scheduled to run
- Range End: Determines when you want the range of data included in your report to end
- Report Run Time: The data will be included all the way up to the point in time the report is scheduled to run. Choose this option if you want your report to include the most recent data available
- At a Time in the Past: Specify a point in time prior to when the report is scheduled to run to end the range of data that is included in your report. If you select this option, you must also configure additional Increment and Interval fields
Destination tab settings
The settings you will encounter in this tab depend on the type of destination you choose. Explanations for all the settings you might encounter are listed below:
- Name: Enter a name for the report(s)
- Destination Type: Choose the type of destination that will receive the report(s)
- Email: Report(s) will be sent to a specified email address
- File Transfer: Report(s) will be sent through File Transfer Protocol to a location you specify
- Secure FTP: The report will be sent through Secure File Transfer Protocol to a location you specify
- Email To: Enter the email address that will receive the report(s). This field will only appear if you choose Email in the Destination Type field)
- FTP Server: Enter the host server URL for the FTP destination. This field only appears if you choose File Transfer or Secure FTP in the Destination Type field)
- FTP Username: Enter the username associated with the FTP destination. This field only appears if you choose File Transfer or Secure FTP in the Destination Type field)
- FTP Password: Enter the password associated with the FTP destination. This field only appears if you choose File Transfer or Secure FTP in the Destination Type field
- FTP Directory: Enter the path to the report destination folder relative to the FTP root. This field only appears if you choose File Transfer or Secure FTP in the Destination Type field
- Title Date Time Format: Choose whether or not to include hours, minutes, and seconds along with the date(s) on your report(s)
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