Saving And Scheduling Reports

Table of Contents

• How To
  

💡How To

If you need to produce a set of the same/similar reports on a regular basis, you can use the Save/Schedule Report function.

This button is available on most reports and is situated in the top right-hand corner of the screen, next to your quick-date filters. 

When you select it, a pop up will appear allowing you to select the options that are most relevant to you:

• First off, give your report a name. You can also add notes in here for any recipients that may need additional context.

• Do you want to share the report? If you select the tickbox,other users will be able to see the report when they log in to Insights
  • A section will become available on the lower left-hand side of the screen underneath the list of other reports, titled 'Shared Reports'.
    - Other users will be able to run and clone the report, but they will not be able to edit the original report.
    
    
  • If you would only like certain people to be able to view this report, you can add them into a 'Visibility Group'
    
    
  • To create a Visibility Group, go to the 'Personal Reports' section on the lower left-hand side of the screen
    - Select 'Manage' and 'Create Visibility Group'

• • Here, you can give your group a label and a description and choose whether certain user roles or specific named users will have access

• • If you choose 'user roles', simply type the user type and select from the options:

• • If you choose 'users', simply type their email address into the text box:

• • Once you  have set up a Visibility Group, you can choose the relevant one from the drop down, back in the 'Save/Schedule Report' section:
    

• Next up, you can select any filters that are apparent for the specific report:

• Once you have selected the relevant filters, you can also choose which columns you would like to be visible in your report
  • Tick or untick each column as required or 'Disable all columns' or 'Enable all columns' underneath the list:

• If you would like to schedule your report to run at a specific time of day or on a specific day of the week, you need to 'enable scheduling':
  • Select the 'Enable Report scheduling' option (the system defaults to 'Disable Report Scheduling)

• If you would like to send the report to anyone, including yourself, enter their name and email address below and select 'Add new Recipient' on the right-hand side
  • If you enter your own email address here, the report will be sent to you at the specific time you decide (further down the screen)
  • If you choose not to include yourself, you can access the report from the 'Personal Report' section in Insights (lower left-hand side) whenever you like

• • Scheduled reports will be sent via email in an encrypted zip file which can only be accessed if the recipient has the correct password
  • The system generates a default password which you can use if you wish, or you can overwrite this with your own
  • Passwords must be alphanumeric and at least 8 characters in length
    
    
    
• You can choose what encrypted format you would prefer the report to be sent in
  • The system will default to 'Standard Zip encryption but you can change this if you wish
    
    
    
• You can choose if you would still like to receive a version of the report if there is no data to report on, i.e. is an 'empty file'
  
  
  
• Finally, decide when you would like the report to be generated - daily, weekly, monthly - whichever option suits you best:
  
  
  
• Once you are happy with your report, select ‘Create Personal Report’: