Reports: schedule an advanced report

Reports: schedule an advanced report

Intended Audience:  Admins

Summary

Schedule your advanced reports for download by automated email. Routine automated reports help you monitor your learners' activity and enrollments effectively.

You can schedule advanced reports to run daily, weekly or monthly. LearnUpon runs the report shortly after 1am, based on the portal timezone of the report owner - the person setting up and scheduling the report. This run time provides a report ready for start of business on the same day.

LearnUpon 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.

Report scheduling is available for:

·         progress reports

·         Learning path reports

Note: 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

Admins: can save and schedule reports

The person who creates the report is the report owner.

Report owners can schedule the reports they have created and can receive their own scheduled report links through LearnUpon. They can't schedule other people's reports.


Schedule a report

1.    From main navigation go to Reports.

2.     From Advanced reports, find the report you need, and select More (aka 3-dot menu) > Schedule.

3.     From Schedule select Frequency:
  1.      Daily
  2.      Weekly
  3.      Monthly

4.     For Weekly or Monthly select a value for Repeat on: the day of the week, or the calendar day.

     Tip: in Monthly values, you can schedule the report for Last day, so the report runs on the last day of the month. 

5.   Send report to is currently set to the report owner only.
6.     To finish, select one of:
  1.      Save and preview - runs the report immediately, so you can check it collects the data you need and saves the schedule settings.
  2.      Save - saves the schedule settings and returns to the list of reports.

The following screenshot shows Schedule for a saved progress report.

 

Report tips: cumulative vs delta reports

Cumulative reports by default

By default, Safety Made Simple runs Report Builder 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.

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