Schedule a report (PDF by email)

The Scheduling page makes the report arrive on its own — in the page’s own words: “Scheduling automatically emails the selected analytics view as a PDF at the frequency you set (e.g. every Monday morning), always with the latest closed period’s data — so management gets the fresh operational picture in their inbox, with no manual export.”

Before you start

• Permission: analytics:manage — a schedule sends mail in the organisation’s name, so it needs the management right.
• Prerequisite: a saved view. “Save a view on the Views page first: a schedule always belongs to one.” The outgoing PDF follows the view’s PDF report (the customized one, if you shaped it).

Steps

1. Open the “Scheduling” page from the analytics tab bar and click “New schedule”.
2. Pick what goes out: “Which view” selects among the saved views; “Which period type” sets the resolution (week/month/…), and “Which period” chooses between “the previous (closed) one” and “the current one (partial data!)”. For a closed report pick the previous one — the current period’s numbers are still moving.
3. Set the rhythm: “How often” — daily · every n days · weekly · monthly — plus the “At (local time)” time, “Day of week” for weekly, “Day of month” for monthly.
4. Enter the recipients in the “Recipients (comma- or line-separated)” field. The UI distinguishes internal from external: “An internal recipient is an active user of your organisation who can also access this site. Any other address takes plant data outside the organisation — we still send it, but we flag it.”
5. Save (“Save schedule”) and leave the “Active” toggle on. To try it, the “Run now” button sends immediately — the confirmation: “The snapshot was sent.”

One delivery per period

Delivery is idempotent: “Only ONE delivery happens per period, even if you also trigger it manually.” So “Run now” is always safe to press — nothing ever goes out twice (“Already sent for this period — not sent again.”).

If it worked

The schedule’s row shows its state: “last: {at}” and “next: {at}”. The “Dispatch log” records everything: “when, to whom, and what went out. Each row opens EXACTLY the PDF the recipients received.”

Common problems

What you see	Why	What to do
“External recipient: {list} — plant data leaves the organisation.”	The recipient is not an active user of your organisation with access to this site.	A warning, not an error — the mail goes out. Consider whether you really mean an external address.
“This report’s target (the saved view) no longer exists — it was most likely deleted.”	The schedule’s view was deleted.	“Pick a new view for the schedule; until then nothing is sent.”
“Partially sent: some recipients were not reached.”	One or more addresses were undeliverable.	The row shows the error — fix the address and run again.
“The mail service is not configured on the server — no report can go out.”	Server-side configuration is missing.	“The period is not lost: it can be run again once configured.” Tell your operator.
“Someone else changed this schedule in the meantime — nothing was saved.”	Two editors worked on the same schedule.	Reload the page, review the current state, then save again.

Worth knowing

• The runner lives inside the server. “Delivery runs on an in-process scheduler (a single application instance). A server restart can make one run be missed — which is why every row shows when it last ran.” If a run was missed, “Run now” makes up for it.
• The dispatched PDF is preserved. In the Dispatch log, “Dispatched PDF” opens exactly what the recipients received — in an audit dispute this is the authentic copy. (If storing it failed at send time, the row says so.)
• Deactivate ⟂ delete: “Deactivate” merely pauses it (the set-up stays); “Delete schedule” is final — but past dispatch-log entries remain, marked “Deleted schedule”.

Related

Build a dashboard viewWhat the outgoing PDF contains — the view and its PDF report are shaped there.

Compose and save an exportWhen you need a spreadsheet, not a PDF: CSV/Excel by hand or as a saved export.