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Sending and Scheduling Reports

  1. Jump to

  2. Use Case Information
  3. Scheduled Reports Manager
  4. Send a Default Report Once 
  5. Send a Customized Report Once 
  6. Schedule a Recurring Default Report
  7. Schedule a Recurring Customized Report 
  8. Editing a Schedule

Get data out of your platform with a couple of clicks by using the send and schedule feature in the Reporting Hub.

Use Case Information

Sending and Scheduling reports allows you to share your data outside of the platform via email or other forms of delivery. You can choose to send data on demand or schedule reports as a "set and forget" reporting strategy. Default reports, as well as Looks and Dashboards you've created, can be sent a single time or scheduled to be sent at a regular cadence.

When configured, you can control the following:

  • Communicating key information about platform activity more easily via email.
  • Providing information to a broader audience, especially those who do not have access to the platform.
  • Providing information to a variety of other systems via webhook, SFTP, or Amazon S3.

Note

Scheduled reports are created and edited by individual users. By default, only the creator can edit their scheduled reports. Admins with the Manage Scheduled Reports permission can view all scheduled reports across the site from Reports > Schedules (Scheduled Reports Manager), making it easier to coordinate and govern reporting activity.

Scheduled Reports Manager

If multiple team members are scheduling reports, it can be difficult to track what’s being sent, when it’s going out, and who owns each schedule. The Scheduled Reports Manager gives Admins a centralized view of all scheduled reports in your instance so reporting activity is easy to review and manage.

To access the Scheduled Reports Manager:

  1. From your Admin Homepage, select Reporting.
  2. Click Schedules.

What you’ll see on the Reporting Schedules page

Admins with the Manage Scheduled Reports permission can view a unified list of all scheduled reports in the instance, including:

  • Scheduled report name
  • Report the Schedule is based on (linked if it is from a default report)
  • Report Destination
  • Last delivery
  • Creator (who to contact for edits)
  • Created-on date
  • Actions
    SendSchedule_ScheduledManager_GIF.gif

Filter, sort, and manage schedules

Use the tools on this page to quickly find and review schedules as reporting activity grows:

  • Filter and sort to locate specific reports, destinations, or creators
  • Duplicate a schedule to reuse an existing setup for a new audience or destination
  • Delete schedules that are no longer needed
    Release_Jan13th_ScheduleManagerEnhancment.png

Tip

The Creator column is the fastest way to identify who to reach out to when a scheduled report needs changes.

Note

To support faster sorting and searching, scheduled report data is cached and updated once daily. Click the Sync button, at the top right of the page, to refresh the data before the daily update.

To send a report once from the Reporting Hub Library:

  1. Click Reporting > Reports and navigate to the report you'd like to send.
  2. Click the three dot menu (kebab) in the top right of the report area.
  3. Click Schedule Delivery.
    LibraryKebab_AdminView.jpg
  4. You'll see a menu of customization options, including Settings, Filters, and Advanced Options.
  5. In Settings: Choose Recurrence > Send now.
    SendNow_Settings_Screen_Admin_View.png
  6. Under Destination, select from Email, Webhook, Amazon S3, or SFTP. Complete the relevant fields, based on the destination.
    • If Email is chosen, add email address(es).
    • If Webhooks is chosen, enter the Webhook URL.
    • If AmazonS3 is chosen, enter the Bucket, Optional Path, Access Key, Secret Key, and Region (optional).
    • If SFTP is chosen, enter the address, username, and password.
  7. Under Format, choose PDF, CSV zip file, or PNG visualization.
  8. Under Filters, optionally change report filters, like date, role type, or learner (different for every report).
    SendNow_Filters_Screen_Admin_View.png
  9. Under Advanced Options, optionally add a custom message to be sent with the report, and review other available options.
    SendNow_Advanced_Options_Screen_Admin_View.png
  10. Click Send Now.

To send a report once from a Look or Dashboard in Reporting's Create area:

  1. Click Reporting > Create > Looks or Dashboard tab and navigate to the the report you'd like to send.
  2. Click the gear icon at the top right of the page.
    Gear_Admin_View.jpg
  3. In the Title field, create a title for your report.
  4. In the section titled Where should this data go?, select a destination for the report, including Email, Webhook, Amazon S3, or SFTP. Complete the relevant fields, based on the destination.
    • If Email is chosen, add email address(es). Optionally include a custom message.
    • If Webhook is chosen, enter the Webhook URL.
    • If Amazon S3 is chosen, enter the Bucket, Optional Path, Access Key, Secret Key, and Region (optional)
    • If SFTP is chosen, enter the address, username, and password. Under Format, choose the desired report format.
  5. Under Filters, optionally alter report filters.
  6. Under Advanced Options, review and apply relevant options.
  7. Click Send.
    SendOptions_AdminView.jpg

To schedule a report from the Reports area at a regular recurrence:

  1. Click Reporting > Reports and navigate to the report you'd like to schedule.
  2. Click the three dot menu (kebab) in the top right of the report area.
  3. Click Schedule delivery.
    LibraryKebab_AdminView.jpg
  4. In Settings, choose Recurrence > Select the recurrence, day, and time.
    Settings_Screen_Admin_View.jpg
  5. Under Destination, select from Email, Webhook, Amazon S3, or SFTP. Complete the relevant fields, based on the destination.
    • If Email is chosen, add email address(es).
    • If Webhooks is chosen, enter the Webhook URL.
    • If Amazon S3 is chosen, enter the Bucket, Optional Path, Access Key, Secret Key, and Region (optional).
    • If SFTP is chosen, enter the address, username, and password.
  6. Under Format, choose PDF, CSV zip file, or PNG visualization.
  7. Under Filters, optionally alter report filters, like date, role type, or learner (different for every report).
    Filters_Screen_Admin_View.jpg
  8. Under Advanced Options, optionally add a custom message and review other available options.
    Advanced_options_Admin_View.jpg
  9. Click Save.

To schedule a report from a Look or Dashboard in Reporting's Create area:

  1. Click Reporting > Create > Looks or Dashboard tab and navigate to the the report you'd like to schedule.
  2. Click the gear icon in the top right of the report area.
    Gear_Admin_View.jpg
  3. Click Schedule. Give your schedule a name in the name field.
  4. In the section titled Where should this data go?, select a destination for the report, including Email, Webhook, Amazon S3, or SFTP. Complete the relevant fields, based on the destination.
    • If Email is chosen, add email address(es). Optionally include a custom message.
    • If Webhook is chosen, enter the Webhook URL.
    • If Amazon S3 is chosen, enter the Bucket, Optional Path, Access Key, Secret Key, and Region (optional).
    • If SFTP is chosen, enter the address, username, and password.
  5. Under Format, choose the desired report format.
  6. In the Trigger section, choose Repeating interval. Review and select delivery schedule options that range from by minute to monthly or by specific months or days. You can also select the time at which you want the report to be delivered.
  7. Delivery Schedule: You can set a schedule for a variety of cadences ranging from monthly to by the minute.
  8. Under Filters, optionally alter report filters.
  9. Under Advanced Options, review and apply relevant options.
  10. Optionally, click Send Test if you would like to see how this report will appear when sent to email.
    ReportingHub_ScheduleTest_AdminView.png
  11. Click Save All.
    ScheduleOptions_AdminView.jpg

Editing or Deleting a Schedule

Google Looker only allows the schedule creator to edit, duplicate, or delete a schedule. To manage these schedules, we recommend keeping a log outside of Thought Industries that entails what report the schedules are created from and who created them.

Tip

Some customers find it useful to create one dedicated manager account for scheduling reports. This way, you always know where to go to manage schedules after creation.

  1. Log in using the schedule creator's credentials.
  2. Go to Reporting, then choose the specific report for the schedule you'd like to edit. For example, if you'd like to edit the schedule for a custom dashboard, go to Reporting > Create > Dashboards tab > click into the custom dashboard.
  3. Click the three dot icon (kebab) and choose Schedule Delivery.
    • If a schedule already exists for the report and you are logged in as the creator, all saved schedules will display here.
  4. Click the three dot icon (kebab) next to the schedule you'd like to edit or delete.
  5. Choose to Edit, Duplicate, or Delete the schedule.

SendSchedule_EditingScheduledReport_AdminView_GIF.gif

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