From the Reporting tab at the top of the LMS, Admins have several options for reports in the LMS:
- My Reports: View a list of available reports in the LMS
- My Report History: View a list of reports you've run before. You can run these with the same configuration as before or adjust the parameters as needed.
- My Scheduled Reports: View a list of the reports that you have scheduled to run at a set frequency.
- Role Dashboard: When a manager or admin logs in to the LMS, a dashboard is displayed containing various reports. You can also quickly get to this from the Dashboard button at the top of the LMS.
Scheduling a Report:
- Click the Reporting tab and select the My Reports option from the menu displayed.
- To locate a specific report, enter the name or number of the report or leave blank to display all available reports for you. Once you locate the report, click the name to open it.
- Configure the report format and parameters.
- Click the Schedule Report button. A report scheduling wizard is displayed to guide the configuration.
- Review the Details step and make updates.
- Job Name: Every scheduled report creates a scheduled job in the Job Scheduler. Leave this value as defaulted or enter a name that is meaningful to your business.
- Report Format: The format is defaulted to the one you configured for the report initially, but you can change this here if you'd prefer a different format.
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Job End Date: Defaulted to one year from today's date, but adjust this date if you'd like to review this report sooner.
- Once you are finished updating the details, click the Next button at the bottom of the window.
- The Parameters step is displayed next. From this step, you can add report parameters (also known as filters), edit the report details, and review the history of the report. NOTE: Report parameters will vary depending on the report you have selected. Enter data for all required fields (required fields are marked by an asterisk (*).
- The Start Date From and Start Date To field can be modified with code so that they are variables instead of fixed dates. This allows the report to adjust to the desired time period each time it runs. For example, if the report is scheduled to run monthly on the first of the month and the Start Date From is set to 01-Mar-2024 and the Start Date To is set to 30-Mar-2024. To automatically reflect the previous month (not March each time), you can configure the Start Date From field to PREVMONTH_START and the Start Date To to PREVMONTH_END.
- To view additional options for these fields, click the
icon at the end of each field.
- Once you are finished updating the parameters, click the Next button at the bottom of the window.
- The Recipients step is displayed. Review the settings and select recipients using the
icon, as needed.
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Send as Download Link: This is an important selection because it determines how the report will be sent to you and to any other recipients. Scheduled reports can be configured as a download link in an email instead of attached directly as an email attachment. This is an important security feature that allows you to better control what happens with your data. It also makes it easier to access data where the report file size is very large. Large attachments are often undeliverable to email recipients.
- Download Filename: This is the name of the file that is the output of the scheduled report. You can accept the default or give it a more meaningful name.
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Send Email/File if no results returned: If you want the job to send you an email even if there is no data is returned in the report, select the Yes option.
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Include Column Headings: Select the Yes option if you want column headings in the output file.
- Compressed Zip File: If sending the report as an attachment, and if the file could be large, choose the Yes option to zip the output file before it is attached.
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- Once you are finished selecting the recipients, select the Next button at the bottom of the window.
- The Schedule step is displayed. Review and select scheduling options.
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Select Option: T When Schedule is selected, the options are:
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Job Frequency: Choose an option from this dropdown field.
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The Run Once - Now option will run the job immediately.
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To schedule the report to run later, choose either the Run Once - Later or Schedule option. As the options state:
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The Run Once - Later option allows you to select a specific date and time to run the report one time later.
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The Schedule option allows you to specify how frequent you want to run a report and have it emailed to recipients you select.
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Start Date: Accept the default or choose a different date. This is the date the job will start running the report per the configured frequency.
- Start Time: Accept the default or choose a different time. This is the time at which the job will start each time the report is run per the configured frequency. If it is a large report or one dependent on activity during the business day, schedule the report to run to during a period of low activity in the LMS.
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- Once you are finished updating the schedule, select the Next button at the bottom of the window.
- The Confirmation step is displayed.
- Click the Create Another button to walk through the wizard to create another scheduled report.
- Click the Details button to view each step the details of the scheduled report as tabs.
View Your Scheduled Reports:
- Click the Reporting tab, and select the My Scheduled Reports option.
- Search fields are displayed at the top of the screen. By default, all scheduled reports will be displayed in the list below the search options.
- Click the hyperlink in the Name column to view the configuration of any of your scheduled reports, or you can click the
icon and navigate immediately to a specific step/tab you want to edit.
Need additional information on the Scheduled Report functionality? Click here to watch the video in the LMS.