Schedule a Progress report

Schedule a Progress report

Intended Audience:  Admins, Managers, Instructors

Schedule a Progress report

Routine automated reports help you monitor your learners' activity and enrollments effectively.

For reports, the person who sets up and schedules the report is the report owner. Only the report owner can edit a report to change its contents or schedule. 

 

Safety Made Simple runs the report shortly after 1 am, based on the portal timezone of the report owner. This run time provides a report ready for start of business on the same day.

 

Safety Made Simple sends a link by email to the report owner, on the day it runs the report. The report owner must sign in to their portal to download the report.

 

Optionally, the report owner can send copies of the scheduled report to other recipients, by adding their email address to the report schedule. 

 

Report scheduling is available for:

  1. Progress reports
  2. Learning path reports

NotesNote: for advanced reports, Safety Made Simple runs and sends your scheduled reports even if no data changes in your portal during the scheduled interval. This approach is different form basic reports where scheduled reports run only if data changes.

The advanced reports schedule option is available from More (aka 3-dot menu) for each report. The following screenshot shows the menu displayed for a progress report.



Prerequisites

You must save a report before scheduling it to run. The scheduling options aren’t available until you save the report.

Access permissions

  1. Admins: can 
    1. create, save and schedule all report types
    2. view and run all reports on a portal
    3. change owners of existing reports
  2. Managers: can create, save and schedule progress reports, for the learners they manage in groups
  3. Instructors: can create, save and schedule progress reports, for the learners they instruct

Schedule a report

By default the report owner is the named recipient.

  1. From main navigation go to Reports.
  2. From saved reports, find the report you need, and select More (aka 3-dot menu) > Schedule.
  3. In the Schedule report dialog, complete the following entries:
    1. Send to: add any other internal recipients who have permissions to receive reports
    2. Send to emails: enter any additional recipients for the reports
    3. Send time: set a time to deliver the report
    4. Timezone: select a timezone. The default is the portal timezone
    5. Frequency: select one of Daily, Weekly or Monthly
    6. for Weekly or Monthly select a value for Repeat on: the day of the week, or the calendar day
  4. Select Schedule to finish.

Idea
Tip: in Monthly values you can schedule the report for Last Day, so the report runs on the last day of the month regardless of how many days are in the month.




Report tips: cumulative vs delta reports


Cumulative reports by default

 

By default, Safety Made Simple runs reports on all your data, for all time. So, the changes since the last report roll into the existing data, making a cumulative report. This report grows in size over time.


You can control the starting point of your cumulative report by setting a start date for Enrollment period or Completion period: for example, at the start of the financial year.


Delta reports for changes only


To report only on changes since your last report, you can set up the report to collect recent data only and schedule the report for the same time window. 


Example: to report your learners' most recent course completions:
  1. set the report with Completion period of Last 7 days
  2. set the schedule Frequency to run Weekly
These 2 settings mean the report collects data for course completions, a week at a time.