416.467.9100 | Dundas Data Visualization | Login
Welcome Guest
Dashboard v5.0

This site makes extensive use of JavaScript.

Please enable JavaScript in your web browser and reload the page before proceeding.

Scheduled Reports

Hide navigation
RSS
Modified on Mon, 21 Apr 2014 08:49 AM Categorized as Administration, Export, Viewer
Click to return to: Documentation | Viewing Dashboards


Overview

A scheduled report is a task that lets you export data from one or more dashboards on a one-time or recurring basis. More specifically:

  • You can create and manage your own scheduled reports while viewing dashboards.
  • A scheduled report has both a name and a schedule which is defined in much the same way as scheduling the import of a flat file.
  • You can export the dashboards in a report to the same Excel file, as PNG images, or as URL links to the dashboards only.
  • Other export formats (such as PowerPoint) are available depending on the add-ons you have installed.
  • The exported data can be delivered to you via email attachments or as files stored on disk (e.g. in a network folder).

The Dundas Dashboard Scheduler Service is required to use scheduled reports.

Scheduled Reports toolbar button at viewing-time.

Scheduled Reports toolbar button at viewing-time.


Note: The scheduled report feature replaces the scheduled notifications option in Dundas Dashboard 4 or earlier. When upgrading to Dundas Dashboard 5 or later, the upgrade process will automatically convert any existing scheduled notifications into corresponding scheduled reports.

Tip: Watch the how-to-video: Create a Scheduled Report.

Tip: With respect to this feature, a report is basically a scheduled task and is unrelated to OLAP/analytical reports.

Tip: You can also create scheduled reports from the HTML Viewer.

Creating a scheduled report

View a dashboard

To create a new scheduled report:

  1. View the first dashboard (or bookmark) that you want to include in the report.
  2. Set any parameter controls on the dashboard to desired filter values. (The current parameter values will be saved with the report).
  3. Click Schedule from the viewer toolbar. The Scheduled Report Definition wizard is displayed.

Create a new scheduled report

In the first step of the Scheduled Report Definition wizard, select the Create New Schedule option, and then click Next to go to the next step.

Create a new scheduled report.

Create a new scheduled report.


Define a schedule for the report

In the second step of the wizard, enter the Report Name and then choose when to send the report by defining its schedule as follows:

  1. Select a schedule type:
    • A daily schedule lets you send a report once a day or even more frequently, such as once per hour (via the Recurrence option).
    • A weekly schedule lets you send a report once a week or on specific days of a week.
    • A monthly schedule lets you send a report once a month or only for specific months during the year.
    • A custom schedule lets you send a report according to a time period that you define.
  2. Click the Edit button beside your chosen schedule type to launch the Define Report Schedule dialog. Enter the details for the schedule as described in Setting up a Schedule.
  3. Click Next to go to the next step.

Enter the report name and choose a schedule type.

Enter the report name and choose a schedule type.


Supply the details for the schedule.

Supply the details for the schedule.


Choose the report file format

In the third step of the wizard:

  1. Choose the Report file format from the dropdown list:
    • Microsoft Excel: Export each dashboard in the report as a separate Excel sheet within the same Excel file.
    • PNG image: Export each dashboard in the report as a PNG image of the dashboard.
    • Link only: Instead of exporting, provide a dashboard viewer URL link for each dashboard.
  2. If you chose the Excel option, click Excel settings to set advanced Excel export options.
  3. If there are multiple dashboards in the current report, you can use the arrow buttons on the right to adjust the export order of the dashboards. Use the Delete button to remove a selected dashboard from the report.
  4. Click Next to go to the next step.

Tip: Other report file formats may be available depending on whether you have any data export add-ons installed, such as the PowerPoint Export add-on.

Note: The PNG image, PDF, and PowerPoint formats require the Image Creation Service to be installed.

Choose the report file format.

Choose the report file format.


Excel export options for a scheduled report.

Excel export options for a scheduled report.


Set delivery options

In the last step of the wizard, set the delivery options for the report by first choosing the Delivery method from the dropdown list:

  • E-Mail: The exported file(s) will be attached to an email message.
  • Create file: The exported file(s) will be saved as files on disk.

After setting delivery options, click Finish to complete the Scheduled Report Definition wizard.

Tip: Other delivery methods may be available depending on whether you have custom delivery provider add-ons installed.

Note: Before you can successfully send or receive emails, or save exported files to disk, your Dundas Dashboard administrator must have configured the appropriate delivery provider.

Email delivery

Email delivery option.

Email delivery option.


If you chose the E-Mail delivery option, add one or more email recipients as follows:

  1. Click Add Recipient to add a new email recipient to the scheduled report.
  2. Type the email address of the recipient directly into the blue grid cell.
  3. Select the Allow Unsubscribe check box if you want include an unsubscribe link in the message which will allow the recipient to unsubscribe from the scheduled report.

Next, enter the content of the email message as follows:

  1. Supply a subject line for the email message in the Message subject box. Optionally, use the dropdown list on the right to insert a placeholder which will be dynamically replaced when the message is sent. Available placeholders include:
    • Date: Insert the date of export.
    • Time: Insert the time of export.
    • Dashboard name: Insert the name of the exported dashboard. If you have more than one dashboard in the report, you will need to choose a specific dashboard (name).
    • User name: Insert the first and last name of your user account.
  2. Enter the Message body for the email. You can also use the dropdown list on the right to insert placeholders. Available placeholders include the same ones as for the subject line, plus:
    • Dashboard image: This placeholder inserts an image of the dashboard and is available if your report file format is PNG. If you have more than one dashboard in the report, you will need to choose a specific dashboard (image) to insert.

In the Attachments section, optionally select Include a link to the dashboard in the message body. This option inserts a dashboard viewer URL link for each dashboard in the scheduled report.

File delivery

File delivery option.

File delivery option.


If you chose the Create file delivery option, the exported file(s) will be saved to a folder (e.g. on the Dundas Dashboard server). There are different options for specifying the folder location and exported filename(s).

In the File name box, you can:

  • Specify the full path of the exported file (e.g. C:\TEMP\myreport.xlsx).
  • Specify a folder path without indicating the name of the file. This can be a local folder on the Dundas Dashboard server or it can be a shared network folder (e.g. \\netsvr\reports\). In either case, generic filenames will be used (e.g. Generated File.xlsx).
  • Specify just a filename (instead of a full path) and configure the UNC baseFolder where the file will be saved. See this article for more details.

If you uncheck the Override existing file(s) option, the names of the exported files will be appended with the date and time of export to ensure uniqueness (e.g. Generated File3_20130404_063059_836.png). You should uncheck the Override option if you are exporting multiple dashboards in the same report as PNG image files.

Tip: If your report file format is Link only, the generated file will have a .none file extension (e.g. Generated File_20130404_064859_697.none) and simply contain the dashboard viewer URLs in text format.

Adding multiple dashboards to the same report

By adding multiple dashboards to the same report, you ensure the corresponding exported files are delivered together (e.g. as part of the same email message). Depending on the report file format, the dashboards may also be exported as a single file. For example, each dashboard in a report can be exported as a separate sheet in the same Excel (XLSX) file, or a separate slide in the same PowerPoint (PPTX) file.

To add multiple dashboards to the same report, use the Append to Existing Schedule option as follows:

  1. View an additional dashboard (or bookmark) that you want to include in an existing report.
  2. Set any parameter controls on the dashboard to desired filter values.
  3. Click Schedule from the viewer toolbar. The Scheduled Report Definition wizard is displayed.
  4. In the first step of the wizard, choose the Append to Existing Schedule option.
  5. Select the report that you want to append to.
  6. Click Next.
  7. Update existing settings for the scheduled report as needed. For example, you may want to adjust the export order of the dashboards in the report.

Adding a dashboard to an existing scheduled report.

Adding a dashboard to an existing scheduled report.


Adjusting the export order in a scheduled report.

Adjusting the export order in a scheduled report.


Managing scheduled reports

Managing your reports from the toolbar

Click the Manage button in the Toolbar.

Image

Use the resulting Manage My Dashboards dialog to rename, delete, or edit one of your scheduled reports. The Edit option launches the Scheduled Report Definition wizard.

Managing your reports from the Toolbar.

Managing your reports from the Toolbar.


For administrators

Dundas Dashboard administrators can manage scheduled reports from the Administration sidebar. Double-click Scheduled Report Manager in the sidebar to see the list of scheduled reports in the system.

From the Scheduled Report Manager screen, you can delete, enable, or disable selected reports.

Managing scheduled reports.

Managing scheduled reports.


To delete a specific report, click the corresponding Delete button in the Action column. You will be asked to confirm the operation since it cannot be undone.

To delete multiple reports at once:

  1. Select the corresponding rows (highlight them in blue).
  2. Click Delete Selection.
  3. Click Delete Reports in the confirmation box.

To enable or disable a specific report, simply check or uncheck the corresponding check box in the Enabled column.

To enable or disable multiple reports at once:

  1. Select the corresponding rows (highlight them in blue).
  2. Click Enable Selection or Disable Selection.
  3. Click Enable Reports or Disable Reports in the confirmation box.

Tip: You can also edit your own scheduled reports from this screen. But you can't create new reports or append to them from here (because you need to be viewing a dashboard first).

Related topics


Click to return to: Documentation | Viewing Dashboards

About Dundas | Contact Us Follow us on Twitter! | Privacy Statement | Report Site Issues

Copyright © 2009-2014 Dundas Data Visualization, Inc.