Table of Contents

Purpose

The aim of having a Report Scheduler is to have reports sent periodically to the desired recipients. Having a scheduler helps in reducing time and manual work involved when someone has to manually send the report every month or every week to the desired recipient. Every module like Leave, Attendance, Time Tracker and Performance has its own reports which are available under the Reports tab. However, Analytics also helps you create reports that are very specific to your organization. You can create custom reports using Analytics and you can make use of the Report Scheduler to send any of these reports to the desired recipients apart from having the standard Attendance and Time Tracker module reports sent. 

How to create a Report Scheduler

Follow the steps given below:

  • From your home page, go to Setup (Gear icon)> Automation > Scheduler > Report Scheduler
  • Click Add Report Scheduler
  • Give a name for the Report Scheduler
  • Give a Start Date and Time

The start date and time refers to the date on which the scheduler will start running. 

  • Under Frequency, define if the report should be sent daily or Monthly or yearly etc
  • Under Time Zone, select the desired Time Zone 

Mapping:

  • Under Reports Mapping, use the drop down to select the reports that should be mapped to this scheduler.

Note: You can map more than one report to a scheduler. This will be helpful, when you want more than one report to be sent periodically.

Message:

  • Under From, you can either give an email id or maintain it as Person Performing this action
  • Under To, you can select the recipient either from the options given there or give a contact email id
  • Give a cc, Bcc and Reply To if required
  • Give a suitable Subject
  • Click Create your Message
  • Using the available merge fields, type in a message

Note: The message should be created every time unlike the option in configuration of workflow wherein you can select existing templates.You will not be able to create a template for this message because this email message is only based on reports and not based on forms or records. This is the reason why the message should be created every time a report scheduler is created.

  • Click Save

Once you have created a Report Scheduler you will be able to see it under Automation > Scheduler > Report Scheduler

You will be able to see the following details:

  • Report Scheduler name
  • Start Date and Time - this is the date and time on which the scheduler takes effect
  • Time Zone 
  • Frequency - the frequency in which the report(s)will be sent Eg, Daily, Monthly etc
  • Number of Reports - The number of reports that are mapped to the scheduler

    Use the play icon if you would like to trigger the scheduler immediately. You can use this option to test if your scheduler is working fine. This will not impact the functioning of the scheduler that you have configured.

To edit a report scheduler:

  • Hover your mouse over the report scheduler
  • Click on the edit icon that you see at the right corner of the row
  • Edit the scheduler accordingly

  • Click Save

To delete a report scheduler:

  • Hover your mouse over the report scheduler
  • Click on the delete icon that you see at the right corner of the row

The scheduler will get deleted and the configuration will also get cancelled and the report will not be triggered automatically. 

Example scenario 1- Weekly Time log details report

To generate a report scheduler to send the weekly time log report automatically, you need to have the Weekly Time Log Report created.

Click here to see how to create this report.

Let us take a look at the steps that you need to follow if you would like to have the Weekly time log details reports sent to the Client.

  • From your home page, go to Settings (gear icon) > Automation > Scheduler > Report Scheduler > Add Report Scheduler
  • Give the name of the scheduler as Weekly Time Log Report
  • Under Start Date and Time, select the Date - for eg. 1 Oct 2016 and enter the time as required Eg. 10 am
  • Under Frequency, select Weekly and under Days, select the day on which you need the report to be sent. Eg - Friday
  • Select the Time zone
  • Under Reports Mapping, select Weekly Time Log details report

  • In the next section, under From, add an email id or keep it as Person performing this action
  • Under To, type in the email id of the Client
  • Give a CC, BCC and Reply To if required
  • Give a subject for eg - Weekly Time Log Report

You can also select an option from the System fields. For eg, you can give the subject as Weekly Time Log Report - Current datetime. This means that the Subject will change according to the date and time in which the report is sent.

  • Click Create your message
  • Use the system fields and type your message

For eg - "Hello

               This is the Time Log report for ${zoho.currenttime}

               Regards"

Here, ${zoho.currenttime} is inserted in the message by using Insert, and Merge fields as shown in the image below.

  • Click Save

As a result of this configuration, the Weekly Time log report will be sent to the Client on a weekly basis.

Note: As per the configuration, the Time Log report is a weekly report. Hence, when the scheduler calls for the report on a weekly basis, the report that is extracted will be an updated one.

Example scenario 2 - Monthly Payroll report

The payroll report gives the details like Rate per hour, OT hours rate (if any) etc. It helps for the HR team to have this report sent to them periodically in case, this is the input for payroll of the employees. You can do this with the help of the Report Scheduler. Follow the steps given below.

  • From your home page, go to Settings (gear icon) > Automation > Scheduler > Report Scheduler > Add Scheduler
  • Give a name for the scheduler and give other details like Start date and time, Frequency (In this case, Monthly) , Time Zone etc
  • Under 'Reports Mapping', click on the list icon, go to Time Tracker and select the Payroll Report

  • under 'To', make a selection from the options - in this case, you can select 'HR' from the Department List
  • Add CC, BCC, Reply To if required
  • Add a Subject - for eg - Monthly Payroll Report
  • Click on 'Create your message', use the merge fields and create the message

  • Click Save

As a result of this, the Payroll Report for the entire organization will be sent to the HR team at the frequency that you have set