In this article
Automate the generation and distribution of customized reports in PDF format. Select recipients, specify pages, set schedule, customize email, manage exports.
What is the Scheduled PDF Export feature?
The Scheduled PDF Export feature automates the generation and distribution of customizable reports in PDF format, according to the recipient's permissions, the selected pages, and the defined schedule.
Scheduled PDF Export Process
Choosing Recipients: Choose the recipients to receive the report; either all end users in the hierarchy, selected end users from a list, or external recipients specified by email addresses.
Customizing the Email: Customize the email that the report is sent out with, allowing you to provide additional information alongside it. The ability to use HTML provides further flexibility in how the email is formatted.
Selecting Pages: Select which pages to include in the report as well as the page size and orientation, providing you with control over the content and design of the report.
Scheduling the Export: Choose the frequency of the reports to be daily, weekly, or monthly, and choose specific days for the report to be sent out. This means that you can time the reports to when they will be most useful; instead of having to manually generate and send out reports every time, you can set up a schedule to do it automatically.
Managing Your Scheduled Exports: View, edit, or delete any existing scheduled PDF exports.
Getting Started
To created a scheduled PDF export, follow these steps:
Click the settings icon in the sidebar to access the report settings.
Locate the "Share Results" section.
Click the Configure Email button to open the "Schedule PDF Export" wizard.
Where to start a scheduled PDF export
The next step is to choose who you want to receive the report.
Choosing Recipients
You have two options for who should receive the report:
1 Users in hierarchy
The “Users in hierarchy” option allows you to distribute the report either to all end users within a hierarchy or to a selected group. In both scenarios, recipients who have access to the report and are linked to at least one hierarchy node will receive a personalized version tailored to their specific hierarchy access.
After clicking Next, a few additional steps will appear for this selection. The first addresses situations where an end user is associated with multiple hierarchy nodes:
If the “Send a separate report for each node” option is selected, end users linked to multiple nodes will receive separate emails, each containing a report filtered according to one of the nodes they have access to.
If the “Send one report with combined data” option is selected, an end user associated with multiple nodes will receive a single email containing one report that consolidates data from all the nodes they have access to.
Once you’ve made that choice, you must choose whether to send the report to “All end users in hierarchy” or “Selected end users”.
The “All end users in hierarchy” option sends the report to all end users who are assigned to one or more hierarchy nodes.
The “Selected end users” option allows you to choose a specific end user list, and from that list, select which users will receive the report filtered according to their hierarchy access.
Note that users without access to the report or the relevant hierarchy will not receive the export.
End user selection is managed through an additional menu that appears when the "Selected end users" option is chosen:
2 External recipients
The "External recipients" option allows you to specify a list of recipients who should receive the full report. This list is based on email addresses, which are provided in the "Add external recipients field" (this appears once the "External recipients" option is selected).
Click the Next button once you have made your selections.
Customizing the Email
The next step is to customize the email that will be sent out with the attached reports. You have the option to customize the sender, subject, and body of the email.
1 From email – The local part of the email address that will be used to send the results. This is entered manually (e.g., documentation).
2 Domain – The domain name appended to the "From email" field to form the full sender address (e.g., @euro.confirmit...).
3 Sender name – The name that appears as the sender in the recipient’s inbox,
4 Subject – The subject line of the email being sent (e.g., DocumentationDemo).
5 Show HTML source toggle – Option to view or edit the raw HTML version of the email body.
6 Email body/message – The main content area where you write the message that will be included in the email (e.g., "Your Studio report is ready to view.").
7 Include a PDF – A checkbox to include a PDF version of the report with the email.
8 Next - Click the Next button when you have finished customizing the email.
Selecting Pages
Next, you will be prompted to select which pages to include. If you want to include all pages, select the “Include all pages” checkbox. Otherwise, select pages using the drop-down.
You also decide on the page size and orientation for the report's PDF in this step.
Note
Hidden pages cannot be included in the export.
After selecting the pages and PDF settings, click the Next button to continue.
Scheduling the Export
The next step is determine an export schedule. This allows you to define how frequently the reports are created and emailed out to recipients. This is defined using the "Starts", "Repeats" and "Ends fields".
Note
For a one-time export, you should select “Never” and move on to the next step.
Starts - specify the start date and time for the export schedule. This is when the emails containing the report will start to be sent out.
Repeats - specify how frequently the emails are sent out. Set the frequency to daily, weekly, or monthly, as well as the precise interval, be it in days, weeks, or months. If weeks are selected, you can identify the specific days of the week to send out the reports. Similarly, set to monthly, you have the option to choose the particular day of the month.
Ends - specify the date the export schedule should stop running and the emails containing the reports should stop being sent.
Deciding when the export should occur
Click the Next button to continue once you have finished scheduling the export.
Finalizing and Saving Your Schedule
The final step is to provide the internal name for the export. This will help you distinguish between different exports easily.
You can do this by entering a name in the "Export name" field.
Filters that are applied to the report will be added to the export. This includes rolling date filters. So if you have a date filter to show the last seven days of data, and you set up a recurring weekly export, this filter will update to show the most recent seven days of data for each weekly report.
Once this is complete, click the Confirm and Save button, and the scheduled export will be created.
Providing an internal name and confirming the export
Managing Your Scheduled Exports
You can view scheduled exports for a given report within the "Share Results" section of the report settings page.
Viewing existing scheduled PDF exports
Editing an Existing Scheduled Export
To edit an existing scheduled PDF export, click the pencil icon next to the export you want to edit. Note that you cannot change the type of export once it’s started (i.e. you can’t change “All end users in hierarchy” to “Selected end users”).
Deleting an Existing Scheduled Export
To delete an existing scheduled PDF export, click the delete icon next to the export you want to delete. You are able to confirm this action before the schedule is deleted.