Schedule Report Delivery (EAR or Cross-Publication EAR)

Steps described below apply to both Enterprise Analytics Reporting and Cross-Publication Enterprise Analytics Reporting.

Editors with permission to schedule reports may create or edit delivery schedules at any time.

For a demonstration, see the video on scheduling a report delivery.

To schedule a report delivery:

Click the Schedule icon (on the menu page or in the toolbar on report page after running report) to open the Report Delivery Schedule pop-up window.
Complete the fields below:
1. Schedule Description: Enter a name for the schedule. (Tip: Duplicate schedule descriptions are not allowed for the same report.)
2. Delivery Frequency: Use the drop-down list to select: Daily, Weekly, Monthly, Quarterly.
  - Daily: Delivers the report either on all work days or on all calendar days. Use radio button to select option.
  - Weekly: Delivers the report on the same day of each week as the selected first delivery date. (Default choice for new delivery schedule.)
  - Monthly: Delivers the report on the same numerical day of each month (e.g., January 5, February 5).
  - Quarterly: Delivers the report on the same numerical day of every third month (e.g., January 15, April 15).
3. First Delivery Date: Use the calendar to select the date to send the first report.
4. Additional Deliveries: Use the drop-down list to select the total number of deliveries. If either Monthly or Quarterly is selected above, this drop-down list includes an additional option: "Automatically use the last day of each month as the delivery date." This allows the system to send a report on the last day of a month, regardless of what that date may be (28, 29, 30, or 31).
5. Delivery Method: Use the radio button to select Email or SFTP.
6. Letter: This section appears if Email is selected as delivery method.
  1. Use the drop-down list to select the letter to send with the report.
  2. Check the box next to the format for the report: PDF, Excel, CSV, XML.
  3. When finished, click Save Delivery Schedule and Customize Letter.
  4. On the Customize Letter popup, complete fields as needed: To, From, Subject, CC, and the letter body.
  5. Select a file format option. Check the box next to the desired format: PDF, Excel, CSV, XML.
  6. Click the Preview and Save Email button to review the message.
  7. When finished, click Save Email. A confirmation pop-up window appears after the delivery schedule is saved.
7. SFTP options: This section appears if SFTP is selected as delivery method.
  1. Complete the fields as needed: SFTP Server Address, Username, Password, Subdirectory, Email Address (for transmittal notification).
  2. Select a file format option. Check the box next to the desired format: PDF, Excel, CSV, XML.
  3. When finished, click Save Delivery Schedule. A confirmation pop-up window appears after the delivery schedule is saved.
Click Close to return to the Report Delivery Schedule page. The saved Delivery Schedule appears in the lower portion of the page.

Refer to instructions on the Report Delivery Schedule popup for additional information.

Note: The number of times a report is delivered is based on the scheduled dates, not the number of recipients (i.e., if the report is emailed on March 4 to 8 people, this is counted as 1 scheduled delivery).

Edit a scheduled report delivery

Editors may make changes to an existing report delivery schedule (e.g., add additional deliveries) or cancel (remove) a schedule.

Click the Schedule icon for the applicable report (from the menu page, Report Viewer toolbar or Report Designer toolbar) to open the Report Delivery Schedule pop-up window. Saved delivery schedules appear at the bottom of the window. Action links enable a user to Edit or Remove the schedule.

To remove a schedule:

Click the Remove link.
Click OK in the pop-up window to confirm.

To edit a schedule:

Click the Edit link next to the applicable saved delivery schedule to open the Editor Report Delivery Schedule pop-up window. Saved settings appear in the fields.
Schedule Description: May be edited.
Delivery Frequency: May be edited.
First Delivery Date: May be edited. If the report has already been delivered at least once, this field is labelled "Last Run Date" and may not be edited.
Additional Deliveries: May be edited. If at least one delivery has been made, red text indicates the number of deliveries that have been completed. Use the radio button to choose one of two options:
- Continue with the current schedule, followed by the number of remaining deliveries.
- Add on X more deliveries to the current schedule. Use the drop-down list to select the number of deliveries to add.
Delivery Method: May be edited.
Letter (if applicable): May be edited.
When finished, click Submit (or Submit Delivery Schedule and Customize Letter).

The user may cancel out of this Edit page at any time by clicking Cancel, and no changes will be made to the scheduled report.

Note: Clicking the Delete icon next to a report name on the EAR Main Menu brings up a warning to the user if there are one or more saved delivery schedules associated with the report. The report cannot be deleted until the saved delivery schedules are removed.