R-1-3 Report Portal - Schedule a Report

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.
To run a report in the background:
  1. Open the Reporting 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.
  3. Select Run in Background… from the Resource shortcut menu.
    Depending on the report, the Parameters screen may appear.
  4. Fill in the parameters to filter the records that are compiled into the report.
  5. Click the Next >> button.
    The Output screen appears.
  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.
    • If you save the output report to your personal sub-folder (e.g. /users/jsmith), the output will only be available to you
    • If you save the output report to the ad hoc report folder (e.g./adhoc/Ad_Hoc_Reports), the output will be available to other users within your organisation
  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.

    See topic Report Portal - Access Report Output for steps to view the report once it is available.
To schedule the report to run at a specific date/time::
  1. Right-click with the mouse on the report you wish to schedule.
    The Resource shortcut menu appears.
  2. Select Schedule… from the shortcut menu.
    The Job Schedule screen appears.
  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.
  4. Give the Report a label and description.
  5. Click the Next >> button.
    The Schedule screen appears.
  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.
  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.
  10. The Output screen appears.
  11. Fill in the Output screen as described in the earlier section of this procedure (running a report in the background)

    In the Content Repository section:

      • Tick the Sequential File Names checkbox to have a date/time suffix added to your filename.  This will assist you to identify when the file was created.
      • Tick the  Overwrite Files checkbox to allow the system to replace an existing file with a new version if they have the same name.  You need to do this if you do not tick the Sequential File Names checkbox. 

    In the Email Notification section:

    • If the Attach Files checkbox is available, you can include the report output in the email notification as an attachment.  This enables you to send the output to other recipients who may not have access to the LPG.
    • Multiple email addresses can be recorded in the ‘To’ field to allow notifications to be sent to many people simultaneously.


    NOTE: If you have selected a notification to go to someone other than yourself but have saved the report output to your personal folder rather than the adhoc folder, and are not attaching the output to the notification, the recipient will NOT be able to open the file as they do not have access to your folder.

  12. then click the Save button.
    The display returns to the Job Schedule screen and the report you scheduled is added to the list.
  13. To edit the details of the scheduled report, click edit then follow the previous steps in this procedure to redefine the schedule.
  14. 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.
  15. 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.
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