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Scheduled Task: Scheduled Reports

Explains how the Scheduled Reports task sends Encompass reports by email, text or eChat on a set frequency, and what to check when a distributor's scheduled report stops arriving. v26.07+.

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Written by Bailey Naas-Thornton

Minimum Version Required: 26.07

Pre-Conditions

  • The report must be saved and assigned to a Report Category with a Frequency set (Daily, Weekly, Monthly, Quarterly, or Yearly).
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  • At least one Report User must be added to the schedule with a Delivery Method selected.
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  • The report, the report's owner, and every recipient's user account must all be Active.

Steps

What the Scheduled Reports task does

  1. This runs automatically in the background as a system scheduled task — it is not something you run yourself, and it is normal to see it in the system scheduler.
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  2. It checks every Report Category in your system that has a schedule set up, to see if any are due to send based on the Frequency, day, and Send Time configured.
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  3. It checks the due time against each recipient's own time zone, so everyone receives their report at the correct local time.
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  4. For every schedule that is due, it creates a secure link to the report.
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  5. It delivers that link to each recipient using their configured Delivery Method: Email, Text Message, or eChat.
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  6. It marks each recipient as sent for that period, so the same report is not delivered more than once per scheduled day.
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  7. It skips any schedule where the report, the report's owner, or the recipient is Inactive, so reports are never sent to or on behalf of inactive users.

Fields And Definitions

  • *Frequency - How often the schedule runs: Daily, Weekly, Monthly, Quarterly, or Yearly.
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  • Day of Week / Day of Month / Day of Quarter - The specific day the report is due, based on the Frequency selected. Setting Day of Month to the 32nd schedules it for the last day of every month.
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  • *Send Time - The time of day, in each recipient's own time zone, the report should go out.
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  • *Delivery Method - How the report link is delivered to each recipient: Email, Text Message, or eChat.
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  • Require Recipient to Log On - When enabled, recipients must log on to Encompass to view the report. When disabled, the report opens directly from the link.
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  • Use Report Owner's Permissions - When enabled, the recipient views the report using the report owner's permissions instead of their own.
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  • Expiration Days - How many days the report link stays valid before it expires.
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  • Message Body - The custom message sent alongside the report link in the email, text, or eChat message.

Best Practices

  • You can view and manage your own report schedules from the Scheduled Reports screen.
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  • If you no longer want a scheduled report, remove yourself from that schedule's Report User list rather than deactivating your account.
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  • If a scheduled report stops arriving, check that the report, its owner, and your own user account are still Active — this task will not deliver to or on behalf of inactive users.

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