R-1-3 Schedule a Report / Run in Background

Who: Dependent on Role and permissions
Why: If a report is very large it may take a long time to prepare for viewing/export. Or there may be several Users trying to access the report database. In these cases it may be an advantage to run the report in the background (so you can get on with other tasks and are notified when it is ready to view/download) or schedule it to run at a specific date/time. You can set the parameters so you or another user receives an email when the report is ready to view/download.
Before you begin
  • NOTE: What you can see and do within the Report portal is dependent on your role, permissions and which Invoiced Entities and Workgroups you belong to.
Related topics
Procedure
To run a report in the background do the following:
R1-3-1-1_Reports-Bckgrnd-gotoReport-LBL.png
  1. Open the Reports Portal and use the search features as required to find the desired report(s).
    See topic Report Portal: Overview & Search.
  2. Right-click with the mouse on the report you wish to run in the background.
    The Resource shortcut menu appears.
    R1-3-1-2_Reports-Bckgrnd-shortcut-LBL.png
  3. Select Run in Background… from the Resource shortcut menu.
    Depending on the report, the Parameters screen may appear.
    R1-3-1-3_Reports-Bckgrnd-param-LBL.png
  4. Fill in the parameters to filter the records that are compiled into the report.
  5. Click the Next >> button.
    The Output screen appears.
    R1-3-1-4_Reports-Bckgrnd-output-LBL.png
  6. Give the output file a name and (optionally) a description.
  7. Select what format the output file needs to be.
    See Report Portal: View/Export Reports for details of the output formats.
  8. Select the folder to which the output file will be saved.
    • It is recommended to save the output report to a personal sub-folder within your company folder (e.g. XYZcompany/users/jsmith).
    R1-3-1-5_Reports-Bckgrnd-email-LBL.png
  9. Fill in the Email Notification fields to have an email sent when the report has finished being exported.
  10. Click the Save button.
    The display returns to the Report Portal main screen.
    R1-3-1-6_Reports-Bckgrnd-location-LBL.png

    See topic Access a Scheduled or Background Report for steps to view the report once it is available.
To schedule the report to run at a specific date/time, do the following:
  1. Right-click with the mouse on the report you wish to schedule.
    The Resource shortcut menu appears.
    R1-3-2-0_Reports-Bckgrnd-sched-shortcut-LBL.png
  2. Select Schedule… from the shortcut menu.
    The Job Schedule screen appears.
    R1-3-2-1_Reports-Bckgrnd-sched-Schedule-LBL.png
  3. Click the Schedule Job button.
    (Or click the Run Now button if you want the report to be run immediately in the background.)
    The Job details screen appears.
    R1-3-3_Reports-Bckgrnd-sched-Job_details-LBL.png
  4. Give the Report a label and description.
  5. Click the Next >> button.
    The Schedule screen appears.
    R1-3-4_Reports-Bckgrnd-sched-run_details-LBL.png
  6. Select the Time Zone and the start date and time for the report to be created.
  7. Select the recurrence details.
    • Simple Recurrence - until date or number of times and how often to run it (e.g. daily, weekly).
    • Calendar Recurrence - specific days of the week and/or months of the year.
  8. Click the Next >> button.
    Depending on the type of report, the Parameters screen may appear.
    R1-3-5_Reports-Bckgrnd-sched-param-LBL.png
  9. If the Parameters screen appears, fill in the parameters as described in the earlier section of this procedure (running a report in the background) then click the Next >> button.
    The Output screen appears.
    R1-3-6_Reports-Bckgrnd-sched-output-LBL.png
  10. Fill in the Output screen as described in the earlier section of this procedure (running a report in the background) then click the Save button.
    The display returns to the Job Schedule screen and the report you scheduled is added to the list.
    R1-3-7_Reports-Bckgrnd-sched-remove-edit-LBL.png
  11. To edit the details of the scheduled report, click edit then follow the previous steps in this procedure to redefine the schedule.
  12. To stop the report from being run do the following:
    1. Tick the box next to the report that needs to be removed from the Job Schedule.
    2. Click the Remove button.
    R1-3-8_Reports-Bckgrnd-sched-gotoReportList-LBL.png
  13. On the Report Portal menu, click View > Repository.
    The display returns to the Report Portal main screen.
    N1 – A clock icon R1-3-9_Reports-Bckgrnd-sched-scheduled-icon.png is displayed indicating that the report is now scheduled.
    R1-3-9_Reports-Bckgrnd-sched-scheduled-LBL.png
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