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).
• Only shared views can be scheduled. A personal view does not appear in the list (“Only shared views can be scheduled — personal views are not listed.”) because the recipients are not its owner; publish it as a shared view first. The list and a new schedule are grouped by site (scope), and a new schedule asks for a scope.
• A schedule on a company-wide view combines the sites that the scheduler (owner) AND every internal recipient can access — one delivery, one document, and the PDF names the sites. An external address (not belonging to a user of the organisation) does not narrow it: it receives the full company-wide summary — whoever sets up the schedule is responsible for the recipient. A per-person permit breakdown does not appear in scheduled reports.

Steps

1. Open the “Scheduling” page from the Settings ▾ menu in 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
“A personal view cannot be scheduled — publish it as a shared view first.”	The schedule’s target is a personal view.	Publish the view, or pick a shared one.
“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.
“The external recipient receives the full company-wide summary ({n} sites) — whoever sets up the schedule is responsible for the recipient.”	You scheduled a company-wide view to an external recipient.	A warning, not an error. If the external party should see less, schedule a site-level view for them.
“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.

What does an external recipient get in a scheduled report?Internal vs external recipients, the site set and who is responsible.