Configuring a Schedule

Configuring the Schedule Time

The first step in configuring a schedule is to specify the time and/or date for sending the report or dashboard. The options available will vary based on the schedule type you selected. For example, if you chose a Weekly schedule, you'll need to select the day of the week. For a Monthly schedule, you'll specify the day of the month.

When setting the time, you can also select the timezone to ensure accurate delivery.

Setting a schedule time in DataReportive

Selecting Export Options

Export options allow you to customize the content and format of the scheduled email. These options will differ depending on whether you are scheduling an email template, report, or dashboard.

Email Template Reports

When scheduling an email template, the email's content will be based on the template, rendered with the appropriate variables (see email templating for more information). You can choose to attach the report's data as CSV or Excel files.

Dashboards and Reports

For scheduled reports and dashboards, you can specify the output format. Reports can be rendered as PDFs or images (PNG), while dashboards are rendered as images. You can also include an optional email text message and attach data exports in CSV or Excel format.

If you only need to send the data as CSV or Excel files, you can exclude the report or dashboard by selecting "No document" in the Export options.

Setting Up Recipients

You can specify the recipients of the schedule by adding individual users, groups, or both.

If you add both an individual user and a group that includes that user, the report or dashboard will only be sent to them once. Similarly, if a user belongs to multiple recipient groups, they will only receive one copy.

Changes to group membership will automatically update the recipients of the scheduled delivery. Adding users to a group will include them in future deliveries, while removing users will exclude them.

Setting schedule recipients in DataReportive

Filters and Schedules

If you have applied filters to your reports and dashboards, it's important to understand how they interact with schedules.

When you edit a report, the currently applied filters become the "default" filter options. These default filters will be used when generating the report for scheduled delivery. If you need to send the same report with different filters, we recommend creating a duplicate report, applying the desired filters, and creating a separate schedule for the duplicate.

A special case is the User filter, which automatically applies the recipient’s identity in the schedule. This ensures each recipient receives data personalized to their own user context.

Setting Up Variables in Email Templates

If you are scheduling an email report that uses a template with variables, you will need to provide values for those variables. During the final step of schedule configuration, input fields will be displayed for all variables in the email template.

Conditional Query-Based Scheduling

DataReportive allows you to create smart schedules that trigger based on the result of a query. This means your reports are only sent when specific conditions are met, giving you precise control over your scheduled deliveries.

How It Works: When the schedule runs, DataReportive executes your query first and then checks the result against your chosen condition. The schedule will only send if the condition is met.

Available Conditions:

  • Query produces some rows: The report is sent if the query returns one or more rows.
  • Query produces no rows: The report is sent if the query returns zero rows.
  • Number greater than: The report is sent if the query returns a number greater than the value you specify.
  • Number lower than: The report is sent if the query returns a number lower than the value you specify.
  • Number equal to: The report is sent if the query returns a number equal to the value you specify.
  • Number not equal to: The report is sent if the query returns a number that is not equal to the value you specify.

Note: For number-based conditions, your query should return a single numeric value (e.g., using COUNT(*), SUM(), etc.).

Example Use Cases:

  • Trigger a report if there are any new error logs (Query produces some rows).
  • Send an alert if stock levels drop below 10 (Number lower than).
  • Notify if no compliance records are found (Query produces no rows).
  • Celebrate when sales reach exactly 1000 units (Number equal to).