How to create a Report Email Scheduling

This guide will walk you through the process of setting up automated email scheduling for your reports in the Business Intelligence Manager.

Prerequisites

• Access to the Business Intelligence Manager

• Administrator or appropriate user permissions

• An existing report to schedule

Step-by-Step Instructions

Step 1: Access the Business Intelligence Manager

1. Navigate to the Business Intelligence Manager from your main dashboard

2. In the left sidebar, click on BI Manager under the Configuration section

3. You'll see the main reporting interface with existing scheduled reports

Step 2: Create New Scheduling

1. Click the "+ Create new scheduling" button in the top-right corner of the screen

2. This will open the scheduling configuration wizard

Step 3: Configure Basic Report Settings

1. Select Report: Choose your desired report from the dropdown menu, the interval of the report will be shown, this will influence scheduling frequency options.

Step 4: Configure Scheduling Content

1. Navigate to the "Scheduling Content" tab

2. Select Asset: Choose the asset you want to include in the report from the dropdown

3. Set Status: Choose between:

   • Active: The scheduling will run as configured

   • Stopped: The scheduling will be paused

4. Email Title: Enter a descriptive title for your scheduled email, this will serve as the scheduling name.

5. Email Content: Use the rich text editor to compose your email content

   • Use the formatting toolbar to style your message

   • Add images using the "Select Image" button if needed

Step 5: Configure Recipients

1. Click on the "Scheduling Recipients" tab

2. Add Users: Select internal users from the "Users" dropdown

3. Add Roles: Select user roles from the "Roles" dropdown to include all users with specific permissions

4. Add External Recipients: Enter external email addresses in the "Externals" field for recipients outside your organization

Step 6: Set Scheduling Frequency

1. Navigate to the "Scheduling Frequency" tab

2. Data Time Interval Configuration:

   • Use current report interval (Toggle ON/OFF):

     • Previous Interval (unchecked): The data used for report generation is based on the previous time interval. If the report interval is monthly, this option will generate a report based on the previous month data.

     • Current Interval (checked): The data used for the report generation is based on the current time interval. If the report interval is monthly, this option will generate a report based on the ongoing month data.

3. Frequency Settings:

   • Select your desired frequency

   • Important Note: When using current data time interval, frequency can't be higher than report interval

4. Schedule Configuration:

   • Time Setting: Set when the report should be sent

     • Use the time picker to select hours (00) and minutes (:00)

     • Example: "At 00 : 00" means the report will be sent at midnight

   • Schedule Summary: The system will display a summary like "Every day at 00:00"

   • Additional Information: The recurring date when the report will be sent to recipients. Emission date is in object time zone.

Step 7: Review and Save

1. Review all your settings across the three tabs:

   • Scheduling Content: Verify asset selection, status, email title and content

   • Scheduling Recipients: Confirm users, roles, and external recipients

   • Scheduling Frequency: Check data interval settings, frequency, and schedule timing

2. Ensure all required fields are completed and warning indicators are resolved

3. Pay attention to any system notifications about frequency limitations relative to report intervals

4. Click "Save" or "Create" to finalize your scheduling

Key Features & Considerations

Data Time Interval Options

Understanding the difference between data interval settings is crucial for accurate reporting:

• Previous Interval: Uses data from the completed previous period (e.g., last month's complete data for monthly reports)

• Current Interval: Uses data from the ongoing current period (e.g., month-to-date data for monthly reports)

Frequency Limitations

The system enforces logical scheduling constraints:

• When using "current data time interval," the scheduling frequency cannot exceed the report's base interval

• This prevents scenarios like trying to send hourly emails for monthly reports with current month data