Report Delivery Schedules

Report Delivery Scheduling

Automatically deliver PDF reports to your team on a recurring schedule. Set it once and your reports will be generated and emailed to selected recipients with options for daily, weekly, or monthly delivery.

Overview

Report Delivery Scheduling allows you to automate the distribution of any custom report built with the Report Builder. Instead of manually generating and sharing reports, you can configure a schedule and let the system handle delivery automatically.

Key capabilities:

·        Schedule any custom report for automatic delivery

·        Choose daily, weekly, or monthly frequency

·        Select specific days and times for delivery

·        Send to multiple team members at once

·        Reports are delivered as PDF attachments via email

Setting Up a Scheduled Report

Step 1: Navigate to Your Report

You can access report scheduling from two locations:

From Project Reports:

1.      Open your project

2.      Go to the Reports tab

3.      Find your report in the list

4.      Click the Schedule button in the Delivery column

From Report Configuration page for a specific report:

1.      Click on a report from the list

2.      Click the schedule icon in the top left near the other action buttons.

Step 2: Enable the Schedule

1.      In the scheduling modal, check the Enable Schedule checkbox

2.      The scheduling options will appear once enabled

Step 3: Choose Your Frequency

Select how often you want the report delivered:

Step 4: Set the Time

Select the time of day when the report should be generated and sent. Times are shown in your project's timezone and are available in 30-minute increments.

Step 5: Configure Frequency-Specific Options

For Weekly schedules:

•         Select which days of the week to send the report

•         You can select multiple days (e.g., Monday and Friday)

•         Click on a day button to toggle it on or off

For Monthly schedules:

•         Select the day of the month (1-31)

•         If the selected day doesn't exist in a month (e.g., 31st in February), the report will be sent on the last day of that month

Step 6: Select Recipients

1.      Use the search box to filter the list of project members

2.      Check the box next to each person who should receive the report

3.      Use Select All to quickly add everyone

4.      At least one recipient is required

Step 7: Save

Click Save Schedule to activate your scheduled report.

Managing Existing Schedules

Viewing Schedule Status

Reports with active schedules display a green calendar icon. Hover over the icon to see:

•         Schedule summary (e.g., "Weekly on Mon, Wed, Fri at 9:00 AM")

•         Number of recipients

Reports with disabled schedules show a gray calendar icon.

Modifying a Schedule

1.      Click the Manage button (or schedule icon) on the report

2.      Update any settings as needed

3.      Click Save Schedule

Pausing a Schedule

To temporarily stop a schedule without deleting it:

1.      Open the schedule modal

2.      Uncheck Enable Schedule

3.      Save your changes

The schedule configuration will be preserved for when you want to resume delivery.

Deleting a Schedule

1.      Open the schedule modal

2.      Click Delete Schedule

3.      Confirm the deletion

How Report Delivery Works

When a scheduled report is due:

1.      The system generates a PDF of the report with current project data

2.      An email is sent to all recipients

3.      The email includes a link to download the report

4.      Reports are stored securely and remain accessible via the download link or in the Reports folder on the Files page of the project.

Timing notes:

·        Schedules are processed every few minutes

·        Delivery may occur a few minutes after the scheduled time

·        All times are converted to your project's timezone for display

Frequently Asked Questions

Which reports can I schedule?

Any report you've created in the Report Builder can be scheduled.

Who can set up scheduled reports?

People with the roles User or Account Admin can create and manage report schedules. Privileged Guest users cannot access this feature.

Can I send a report to someone outside the project?

Recipients must be members of the project. To include external stakeholders, first add them to the project as members. If you cannot add them to the project, you can still email the report to them when it’s ready.

What timezone is used for scheduling?

Times are displayed and configured in your project's timezone. The system handles timezone conversions automatically.

What happens if I delete a report that has a schedule?

The schedule is automatically deleted along with the report.

Can I schedule the same report with different settings for different recipients?

Currently, each report can have one schedule. All selected recipients receive the same report at the same time. If you need different delivery schedules, consider creating copies of the report with different schedule configurations.

Why didn't my scheduled report run?

Check that:

•         The schedule is enabled (green calendar icon)

•         At least one recipient is selected

•         The report configuration is valid

•         The project is active and is not a template project.

Tips for Effective Scheduled Reports

•         Choose meaningful times: Schedule reports when recipients are likely to review them, such as early morning or after lunch

•         Weekly summaries: Use weekly schedules for progress reports and status updates

•         Monthly reports: Ideal for billing summaries, compliance reports, and executive dashboards

•         Review recipients periodically: Keep recipient lists current as team members change

•         Use descriptive report names: Recipients see the report name in email subjects, so make it clear