Scheduled Reports

Any report showing a schedule () icon in the Reports menu can be set as a scheduled report. A scheduled report is automatically run on a regular schedule using a set of criteria defined by the user. Each time the report is run, its output can be automatically emailed to one or more users, keeping them informed on important areas of the database or inventory and alerting them to issues as they arise.

A scheduled report consists of three parts: criteria, schedule, and email options.

● Criteria control which data is included in the report, just like the criteria and options you enter when running a report manually. (See Running a Report.) The only difference is a scheduled report’s date-related criteria, such as SDS Revision Date or Transaction Date. On a scheduled report, this date can be set as any of the following:

● A static date or date range, for example: Show all transactions that occurred during October 2013.

● Relative to the date when the report is running, for example: Show all SDSs with revision dates at least three years old as of today (the date when the report is running).

● Relative to the last run date, for example: Show all lots created since the report’s last scheduled run.

● Schedule controls exactly when and how often a scheduled report is automatically run. A report’s schedule is defined by three areas:

● Occurs: The basis for the report’s running schedule. The report will automatically run one or more times on each scheduled day. You can define this schedule in one of three ways:

● Daily: Bases the schedule on days. Example: A scheduled day occurs every day, every two days, every ten days, and so forth.

● Weekly: Bases the schedule on weeks. Example: A scheduled day occurs every week on Monday, every third week on Tuesday and Thursday, and so forth.

● Monthly: Bases the schedule on months. The scheduled day can occur on a date (example: the 10th of every month) or on a day of the week (example: the second Monday of every fourth month).

● Daily Frequency: When and how many times the report runs on a scheduled day. The report can run only once at a specific time (example: 2:00 PM) or once per number of hours, starting and ending at specific times (example: every two hours, starting at 10:00 AM, ending at 4:00 PM).

● Duration: The date when the report’s running schedule begins. The schedule can continue indefinitely or be set to end on a certain date.

● Email Options control when the output of a report’s scheduled run is emailed, the address(es) where the output is emailed as an attachment, and the file format of the attachment.

The report’s output can be emailed under one of three circumstances:

● Always: Every time the report runs, regardless of the output’s content.

● Only when output shows results: Only when data matches the report’s criteria, resulting in an output showing results.

● Only when output shows no results: Only when no data matches the report’s criteria, resulting in a blank output.

Note: When a scheduled report output is emailed, this email can contain a large file (depending on the size and scope of the report). If your Comply Plus system is locally installed (not hosted by Sphera), ensure your SMTP server has an appropriate limit for the size of outgoing emails. If a scheduled report email exceeds the server limit, the report output cannot be sent successfully.

See the following topics for more details on scheduled reports and how to use them:

● Creating a Scheduled Report: Create a new scheduled report to begin automatically running when you choose.

● Editing a Scheduled Report's Properties: Change the name, description, schedule, and/or email options of an existing scheduled report.

● Editing a Scheduled Report's Criteria: Change the report criteria and options of an existing scheduled report.

● Deleting a Scheduled Report: Permanently remove a scheduled report from your system.