Query Studio / Report Studio

You can schedule a report to run on a recurring basis with output sent to one or more individuals. Note: To schedule a one-time run of a report, see Report Details: Run with Options.

When scheduling a report, you specify details such as when the report will run, whether it will update the cache (if available) or email output or both, who will receive copies of the output, and the format(s) of the output.

As a separate step, you can enable or disable the schedule.

To Enable a Report Schedule:

Note: You must first configure and save a schedule before you can enable the schedule. See To Configure a Report Schedule below.

1. In the report list, click the Actions icon next to the report you want to schedule, then click Report Schedule. The Schedule window opens.
   
   Note: The Report Schedule option only shows if you are the owner of the report or you have Write permission for the report. For more information, see Report Scheduling Permissions.
2. In the Schedule Status section, click Enable Schedule.
   

To Configure a Report schedule:

1. In the Report Schedule section, enter the following:
   This is when the report will begin, how often and frequently it will run and when the schedule will stop.
2. Start—The date and time the scheduled report will first run.
3. End—The date and time of the last run of the report. You can choose No End Date if the report will be run indefinitely.
4. Run report by—The frequency the report will be run. Reports can be scheduled to run Daily, Weekly or Monthly. You can further specify the frequency by selecting the number of Days or Hours for the report to run.
2. In the Delivery section select the delivery option(s) for the report:
   
3. Update Cache—When selected, this option runs the report at the specified Time, and updates the report cache with the output. See About Report Caching for details.
   If caching is enabled on the Report Details page, the date and time of the last cached version shows.
   
   Only available if you have write access to the report and caching is enabled on the Details page.
   
4. Email—Selecting this opens the Recipients section (see below). Report output of the selected format(s) is sent in email to the specified recipients.
3. If you select Email as a delivery option, in the Recipients section:
   
4. To(required)—The email address(es) of the recipients of the report. A copy of the report output(s) is sent to each address. Separate multiple addresses with semicolons.
5. Cc—Any other users that should receive the report.
   
   Note: You can insert PPM users from the Enterprise User Directory by clicking the To or Cc links.
   
6. Subject—(required) The subject line for the email containing the report.
7. Body—The body of the message (if any) for the email containing the report.
8. In the Report Format section select the format(s) for the report (required):
   This determines what format(s) the report is sent (as an attachment) in the email. You can select more than one, each recipient receives an email message with multiple attachments containing the report output in the different formats. If the schedule is updating the cache, HTML is always selected and any other formats you select are also cached.
9. HTML—Displays the report as it would be displayed within PPM.
   This option is selected and cannot be cleared when Update Cache is selected.
   
10. PDF—Portable Document Format - Best selection for printing out reports later. Requires Adobe Acrobat Reader.

• PDF Orientation—The orientation of the report determines which way the report will be displayed and printed.
• Portrait—Prints across the narrow side of the paper.
• Landscape—Prints horizontally across the wide side of the paper.
   
• PDF Paper Size—Set the paper size for the report. This should be set to the most common paper size for the recipients

• Excel 2000 Single Sheet—Produces reports on one sheet that you can view in Microsoft Excel versions prior to Excel 2002.
  Note: Excel 2000 report output is sent as an .HTML file. For more information, see Sending Reports by Email.
  
  
• Excel 2002—Produces reports that you can view in Microsoft Excel versions 2002 and later.
  Note: Excel 2002 report output is sent as an .HTML file. For more information, see Sending Reports by Email.
   
• Delimited Text (CSV)—Produce reports in CSV format.
  CSV report output is sent as a comma separated values file with no formatting.
  
  
• XML—Produces a report in XML format, this may be necessary to import the XML into another application for editing or viewing.

5. Use the Prompt Values section to set or change prompt defaults for reports that include prompts. If a prompt value has been set on the Report Options tab, you can change the value here. If no default prompt value is set, set one here before you schedule a report. Reports that include prompts cannot be scheduled unless you set default values for the prompts. For more information about prompts, see About Report Prompts.

1. Select Override default values to override any default prompt values set for the report.
2. Click Set.
   The prompts for the report display.
3. Select the values for each prompt.
4. Click Finish.

6. Click Save.

Related Topics:

• About Report Prompts—How to use prompts in your reports.
• Disabling a Report Schedule—How to disable a report schedule.
• Editing a Report Schedule—How to edit a reports schedule.
• Report Details: Run With Options—How to schedule a one-time run of a report.
• Report Scheduling Permissions—How permissions impact the ability to schedule reports.
• Scheduling Reports with Prompts—How to schedule a report that uses prompts.
• Sending Reports by Email—How sending report output by email can impact the output.

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