Scheduling Reports

Scheduling Reports

For saved reports, options are available that will allow you to manage schedules for emailed reports and to deliver the report with payroll. These options are only available in saved reports that have been previously run.

**Note: Delivery options are only available for reports that are NOT being shared with other users. If a report is shared, both the Deliver with Payroll and Manage Email Schedules will be grayed out.




Manage Email Schedules

Navigate to the Saved Report that you want to schedule. Click on the ellipsis in the far right and select Manage Email Schedules.

 


This option allows you to add an email schedule to a report using the +Add Schedule link within a report. In it, you will set the schedule, recipients, and the message to be sent along with the report. After the schedule is set, options are available to Edit, Email Now and Delete the schedules.      



1.       Enable Schedule by flipping the toggle button.

2.       Add Schedule Name.

3.       Set Schedule Frequency: You can select a day of the week and a time for it to be sent or you can build out a new days profile (see notes at end of section for details) and choose additional options.

4.       Recipients: Select to send the report to yourself, an individual account, a pre-built group of employees, or individual email addresses (you can add more than one by clicking +Add).  Select the permissions for the recipient; you can choose your own, or theirs. If the schedule owner's permissions are used, do not include sensitive data in the report view.



5.       Email:  Set a report format (PDF, Excel, etc.) and optional password. Fill out and format the email and message body. A maximum of 3,500 report rows can be included in the report, but the number of rows can be specified if fewer than 3,500 rows are required. 

If a report returns no data but you put a minimum of 1 row, the report will not be delivered with no data.

Notes
Note: After adding an email schedule to a saved report, if there are one or more schedules assigned, an email schedule icon appears next to the Manage Email Schedules option. When this icon is present, users will know that an email schedule exists.



Adding a Schedule

You can edit the following fields in the Schedule section:

Schedule Type: In the Schedule section for the required Schedule Type field, you can choose Weekdays or a Days Profile.

For Weekdays, select the days of the week.

When setting an email schedule for a saved report, the first day of the week and subsequent pattern in the Schedule section will be based on the First Weekday setting in Company Setup.

For a Schedule Type of Days Profile, select a profile in the Days in Days Profile field. The text in the field label is linked to the data in Settings > Profiles/Policies > Days where edits can be made, or a new profile created and used. 

 


Deliver with Payroll

Report deliveries can be automated for saved report views. To enable delivery, run the saved report, click on the ellipsis in the far right and select Deliver with Payroll option. Select a delivery policy, format, copies/priorities, pay periods, payroll types and frequency.

 

1.       Enable Deliver With Payroll by flipping the toggle button.

2.       Choose the correct Delivery Policy: these are typically email addresses that are established for the client within the company Delivery Policies.

3.       Report Format: PDF, CSV, Excel, etc.

4.       Pay Period Profiles to Apply To: Default is All Pay Period Profiles

5.       Payroll Types to Apply To: Default is All Payroll Types

6.       Frequency: Chose Every Pay, Every Scheduled Pay, Annual, Monthly, etc.

 

Pay Period Profiles List: Users can view and/or edit a Pay Period Profiles List so they can review or update the configuration for the Deliver With Payroll functionality for Saved Views of reports appropriately, to properly execute a report after a payroll is processed.

Users with the Schedule Reports To Deliver With Payroll security permission enabled can utilize the Deliver With Payroll functionality inside Saved Views. Users must also have access to View and Add/Edit the Pay Period Profile security item to view or edit the list of Pay Period Profiles while configuring the Deliver With Payroll option.

Users can edit the List Name in the same pop-up as the selection, and the List Name field is located above the Search field.



Users can View/Modify the selection of the list as well as the available items. The available list displays all of the configured Pay Period Profiles (Settings > Profiles/Policies > Pay Periods), and there is no limit to the number of profiles that can be selected for inclusion in the list. When users click Apply, the changes that were made are saved. Users can leave the pop-up by clicking Cancel.

View and Edit Payroll Types Lists:  Users can view and/or edit the Payroll Types List so they can configure the Deliver With Payroll feature for reports appropriately, to properly execute a report after a payroll is processed. Users must have access to the Schedule Reports To Deliver With Payroll security item to use the Deliver With Payroll functionality inside Saved Views.
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Users with Add/Edit permissions to the Payroll Types security item can edit the list of Payroll Types while configuring the Deliver With Payroll option.




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