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Scheduling reports to be sent to users

Distributor steps for scheduling a Fusion report category in Encompass to be sent to users as a link by email, eChat or text on a daily, weekly or monthly schedule. Reports must be in a category; v24.03+.

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Written by Bailey Naas-Thornton

Minimum Version Required: 24.03

Pre-Conditions

  • The Fusion report wanting to be sent must be saved in a specific Report Category.
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    ​NOTE: Scheduling Reports to send are scheduled at the Report Category level, so before setting the schedule, be sure that all of the reports within the Category are the ones that want to be sent.

Steps

Schedule Reports to be Sent

1. Using the Universal Search, navigate to the Save Reports dashboard.
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2. Find the category to be scheduled, and click the Hamburger Menu (three-dots icon) on the right side of the category.
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3. Click Schedule Reports.
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​ Note: only categories can be scheduled, and the 'General' category cannot be scheduled.


4. Set the following fields in the Scheduled Reports dialog:
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  • Frequency
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  • Send Time
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  • Require Recipient to Log On
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  • Expiration Days
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  • Message - Enter text if the Report Link should be sent with a Message in the body of the communication
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5. Click Next: Manage Recipients.
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6. To add users, search for them within the search bar.
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  • The recipient must be set as a user in the system to receive the scheduled report notification.
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  • Select the Delivery Method from the dropdown: "Email", "eChat" or "Text Message".
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  • NOTE: to receive the reports via Text Message the user’s phone number must be set on their User record
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7.Require Recipient to be Logged In can be toggled to True so that users who receive the report link can view the data in the report in the same way as the owner who sent it.
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8. Click Save Recipients.

Fields And Definitions

  • Report Category - Report Categories can be set when saving a report. A Report category is a folder or grouping of reports that can be stored together or scheduled to be sent to users on the same cadence.
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  • Frequency - This dictates how often the report will be automatically sent out to recipients.
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  • Daily - This goes out each day at the time, set in the ‘Send Time’ section.
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  • Weekly - If this option is selected, the Day of Week must be set.
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  • Monthly - If this option is selected, the Day of Month must be set.
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  • Quarterly - If this option is selected, the Day of Quarter must be set.
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  • Yearly - If this option is selected, reports will send the 1st day of the year.
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  • Require Recipient to be Logged in* - Recipients access the reports sent to them via a quick link. This setting determines if the recipient must log in to the Encompass Database to view the report, or if they can view it without logging in.
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  • Expiration Days* - Because recipients access the reports sent to them via a quick link, this setting determines how long that quick link is active.

Best Practices

  • Be sure to group reports wanting to be exported together in the same Report Category.
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  • Encompass does not currently support sending actual attachments on the email/text/eChat messages from reports. All scheduled reports are sent as links to the reports. The links can be configured to require login or not for access to the report when visiting the link.
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  • For CSV/Excel/XML/JSON format of reports, ensure the report is saved with the 'Format' setting set accordingly to one of those values before scheduling it to send out the links. This will cause the user who clicks the final scheduled link to get an automatic download of the report in that format.

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