Step 3: Schedule the Report

Use the scheduling selections to ensure that your report runs at the right time and with the right frequency. If you know that a report takes several hours to run, we recommend you run that report during off hours. If you are unsure how long the report will take to run, click the Reports tab when the report finishes and check the Duration column. The system also displays the run time for your report on the Home page. If your report requires a long period of time to complete, you can return to this Scheduling page and change the run time to your company's off hours. For example, if you have a report that takes three hours to run, you may want to run that report on Mondays at 3:00 AM rather than Mondays at 2:00 PM.

Scheduling Example

You want to run your report three times at five minute intervals both Friday and Monday beginning at 9:00 PM. Set your schedule parameters as follows:

Enter the date and time as 01/01/0909:00 PM in the Start Date/Time field.
Enter 5 in the Repeat Every ___ Minutes field.

Important: This means the report begins every five minutes regardless of how long the report takes to run.

Enter 3 in the Until Time field.
Select the Friday and Monday check boxes.

Note: If you leave the Expire Date/Time, Run Days, and Frequency fields blank and the Repeat Every Minutes field set to zero (0), then the system runs the report only once.

To schedule the report:

Create or modify the report description.
Complete the required prompts, if available.
Complete the following fields, as needed.

Field	Description
Title	Ensure that the title is correct or change it, if needed. Note: By default, the system uses the source information to create a title for you. Consider viewing this report in a list of reports and make the title meaningful to you. If you do not change the title, you could have several reports with the same title.
Start Date/Time	Click the calendar icon and set the date and time. Select a date on the calendar. The time field at the bottom of the calendar pop-up window only displays after you select a date. Click the time field to display the hour/minute adjustment window. Enter the time you want the report to run and click OK. Click Clear to reset the time. Click Apply to set the date and time. Note: If you do not set a start date and time, the system runs the report immediately and again when you click Run Report at the end of the setup.
Repeat Every ___ Minutes	(Optional) Indicate if you want to run the report in succession at set minute intervals. For example, if you wanted to take snapshots of a certain part of the system, you can set the report to run every 10 minutes for an hour.
Owner	(View Only) The system displays your user information in this field.
Expire Date	(Optional) Enter the date you want the report to stop running. If you do not select an expire date, the system continues to run the report as scheduled indefinitely. Click the calendar icon and select a date on the calendar. The time field at the bottom of the calendar pop-up window only displays after you select a date. Enter the time you want the report to stop running and click OK. Click Clean to reset the time. Click Apply to set the expiration date and time.
Until Time	(Optional) Enter the maximum number of times you want the report to run within the set period of time. See the example above.

Use the Run Days check boxes to select which day or days during the week to run the report. For example, if you want a snapshot of what happened with purchases during the week, run your report on Sunday morning.

Note: Setting run days is optional, but if you do not select a run day, the system runs the report only once on the date indicated in the Start Date/Timefield.

If you want your report to run regularly, use the Frequency check boxes to indicate how often it should run: daily, weekly, bi-weekly, monthly, at month end, quarterly, or yearly. You can select only one of these boxes at a time. This field works in conjunction with theRun Daysfield.

For example, if you need a report to run weekly for six months, use the Weekly check box in conjunction with the Expire Date/Time field set to a six-month date.

If you need to run a report each week on Monday and Thursday, select Monday and Thursday in the Run Days area and Weekly in the Frequency area.

Note: Setting the frequency is optional, but if you do not select a frequency, the system runs the report only once on the date indicated in the Start Date/Time field.

In the Forward List area, edit the users who receive the report.
- To add a user, enter the user ID in the AddUser field. The system displays possible matches in a pop-up window. Select the user and the system adds the user to the Forward List. The report then displays in the Reports tab for that user.
- To remove a user, highlight the user name and click Remove.
Use the Email Excel Copy check box in conjunction with the Email Address field to send an electronic copy of the report to different users. Use a semicolon (;) to separate e-mail addresses.

Note: The system sends a Microsoft .xls file when you use this method. The user must have Microsoft Excel or a spreadsheet program that will view .xls files to view the attachment.

Click Finish to set the parameters and go to the next step.