Schedule emails of reports

Schedule emails of reports Schedule emails of reports

Generate and distribute scheduled reports via email.

Role required: report_scheduler, report_admin, admin

Scheduled reports can be distributed in PDF, CSV, or XLS format. Graphical reports can be distributed in PNG or PDF format. Multilevel pivot reports can only be scheduled in PDF format.

Note: It is not possible to schedule Calendar, Map, or Single Score reports. You can schedule Pivot Table reports only if the plug-in com.snc.whtp is enabled. Data may not appear on reports created by an individual whose user account is deactivated. To ensure that the desired data appears, an active user must recreate the scheduled report. On Oracle DB instances, scheduled emails are not generated when the combined filter conditions on the report exceed 4,000 characters.

Navigate to All > Reports > Scheduled Reports . Select New . Fill in the fields, as appropriate. Field Description Name Name of the scheduled report. Report Reference to the report you are scheduling. You can use the Search icon to locate the report. Note: Automatic email support is not available for Calendar, Map, and Single Score reports. Users Individual users who receive the report at the scheduled date and time. Users must have Notification set to Enabled on their user records to receive reports. Groups Groups that receive the report at the scheduled date and time. Email addresses Comma-separated list of email addresses of report recipients who are not in the system. Application Name of the scoped application that contains the report. Global appears if the report is in the global scope. Active When active, scheduled reports are delivered. Run Time interval to use for running the scheduled job: Daily : Runs daily, at a designated time. Weekly : Runs on a weekly basis, at a designated time and day of the week. Monthly : Runs on a monthly basis, at a designated time and day of the month. Periodically : Runs on a designated repeating interval. Once : Runs for a single occurrence only. On Demand : Runs immediately on demand. Business Calendar: Entry Start : Runs on the starting entry dates for the business calendar that you select in the Business Calendar field. A scheduled job runs for the starting date of each of the business entries that you defined for the business calendar. For example, if the business calendar represents a fiscal year, and the starting date of each entry is a fiscal month, the scheduled job runs on the first day of each month.

Business Calendar: Entry End : Runs for the ending date for the business calendar that you select in the Business Calendar field. This selection runs in the same manner as Business Calendar: Entry Start , but for the end dates of the associated business calendar entries. Note: When you select Business Calendar: Entry Start or Business Calendar: Entry End , you can apply an offset factor to schedule the job to run before or after the time span of the selected business calendar. If you select a business calendar and all its business calendar spans are in the past, the job would never run as this is an invalid configuration. To learn more, see the Offset type and Offset fields. To learn more about creating and using business calendars and defining business calendar entries, see Creating business calendars and Define business calendar entries .

Time zone Time zone to use with the Time field entry when you specify the time at which the scheduled job should run. Select a time zone entry: -None- : Use the default time zone for the logged-in user who is creating the scheduled job. For example, the scheduled job runs at 04:45 p.m. US/Pacific time if it is the user's assigned time zone, and you enter 16:45 into the Time field.

Use System Time Zone : Use the default system time zone that is specified for the instance in which it runs. For example, the scheduled job runs at 10:15 p.m. London time if Europe/London is the default system time zone for the instance, and you enter 22:15 in the Time field.

Actual time zone. For example, the scheduled job runs at 1:30 p.m. in the US Eastern time zone if you select US/Eastern , and enter 13:30 in the Time field.

Time Time of day at which the scheduled job should run, expressed in hours, minutes, and seconds on a 24-hour clock. The selection that you make in the Time zone field determines the time zone for this entry. Day Day on which the scheduled job should run. If Run is set to Weekly , select the day of the week. For example, select Wednesday. If Run is set to Monthly , select the day of the month. For example, select 25 for the 25th day of the month. This field appears only if you select Monthly or Weekly in the Run field. Repeat Interval Duration of the repeat interval for each scheduled job execution. Enter the duration in the number of days, hours, or minutes. For example: To run the scheduled job every four days, enter 04 in the Days field. To run it every 26 hours, enter 26 in the Hours field. If it should repeat at an interval of 13:30:25, enter 13 in the Hours field, and then enter 30 and 25 in the two unlabeled fields after it. Starting Date and time of the first scheduled job generation. Select the calendar date and time. This field appears only if you select Periodically in the Run field. Business Calendar Business calendar entry that you are using to determine the business calendar start or end date for the scheduled job. This field appears only if you select Business Entry: Start Date or Business Entry: End Date in the Time field.

Offset type Type of time offset, if any, to apply to the business calendar that you selected for scheduling this job: Past : Apply an offset factor to schedule the job to run before the start of the time span of the selected business calendar. Future : Apply an offset factor to schedule the job to run after the end of the time span of the selected business calendar. --None-- : Do not apply a time offset when scheduling this job. Adding an offset factor enables you to schedule the job to run before, or after, the formal time span that is defined in the business calendar for the following use cases: Offset Amount of time offset, expressed in days, hours, minutes, and seconds, to apply to the business calendar that you selected for scheduling this job. For example, if you want to schedule the job to start three days, 14 hours, 10 minutes, and 45 seconds before the business calendar start date, do the following actions: Select Past in the Offset type field. Enter 3 in the Days field. Enter 14 , 10 , and 45 in the Hours field.

The Offset Days and Hours fields appear only if you select Business Calendar: Entry Start or Business Calendar: Entry End in the Run field, and Past or Future in the Offset type field. Priority Numerical priority for the scheduled job: Set essential jobs to a priority value below 100. Set nonessential jobs to a priority above 100. If 70 percent or more of all scheduled jobs are Overdue , any jobs that are marked with a value above 100 do not run. Conditional When turned on, specify a scripted condition for generating the report. Omit if no records When turned on, empty reports are not distributed. Condition Conditional script that determines if a scheduled job should run. The last expression of the script should evaluate to a Boolean (true/false) value. This text box appears only if you select Use conditions . For more information about scripts on the ServiceNow platform, see Scripts . Warning: Conditional scripts for scheduled report emails are executed in the sandbox. Therefore, function definitions are not allowed. Some API calls and keywords are also not allowed. For more information, see Script sandbox property . Subject Text that appears in the subject line of the distribution email. Introductory message (Optional) Add a message to the report. If the report output type is Embedded PNG, Use the tag ${report.png} in the message body to position the report in the message. Otherwise, the report appears at the bottom of the message. Use the tag ${report.include_with} to position other reports included with the email. Otherwise, these reports appear at the bottom of the message. Type Report output type. Graphical reports can be PNG or PDF files. List reports can be PDF, Excel, or CSV files.

When scheduling a graphical report, select the output type PDF or PDF-landscape to include the chart grid data. When scheduling a List report, select output type Excel or CSV .

Select Embedded PNG to embed the report visualization in the body of the email. Large images are scaled to fit the email.

For more information, see the section Report output formats.

Note: It is only possible to schedule multilevel pivot reports in PDF output. Zip output When turned on, the report is sent as a zip file attachment to the email. Include with One or more additional reports to include with the email. It is not possible to order the reports within the email. You can use the Search icon to locate the additional reports. Page size (Multilevel pivot report only) Select from A3, A4, Letter, or Legal size. To specify the dimensions for a different paper size, select Custom and enter the Page height and Page width in pixels. Page height (in pixels) (Multilevel pivot report only) Shows when Page size is set to Custom . For non-standard paper sizes, multiply the page height in inches by 72 and enter the value in this field. Page width (in pixels) (Multilevel pivot report only) Shows when Page size is set to Custom . For non-standard paper sizes, multiply the page width in inches by 72 and enter the value in this field.

Click Submit .

To edit a scheduled email report, open it from the Scheduled Reports list. To delete a report, delete its row from the Scheduled Reports list.

Parent Topic: Distribute reports Report output formats

You can export reports in certain output formats. You can schedule these reports for regular export.

Table 1. Report output formats Report format Description PDF Generate a PDF in portrait or landscape orientation. PDF reports include the chart grid data. Map reports cannot be exported to PDF format. Note: To export Multilevel pivot tables to PDF, you must enable the Webkit HTML to PDF (com.snc.whtp) plugin. Excel Report visualization shows as a Microsoft Excel (XLS) spreadsheet. PNG Report visualization shows as a Portable Network Graphic (PNG) file. Also see how to embed reports as images in a scheduled report email . CSV Report visualization shows as a comma-separated value (CSV) plain-text file.

The "Run as" user and scheduled report emails

If you are on a domain-separated instance, scheduled reports are generated using the "Run as" user's permissions.

By default, the user who sets up the scheduled email report is the "Run as" user. This user's domain access and report_view ACL permissions apply when generating the scheduled reports.

If the data in the scheduled report is different than expected, the user who set up the scheduled report is not an appropriate "Run as" user. An admin or report_admin can specify a different "Run as" user.

Warning: The "Run as" user requires the appropriate report_view ACL permission to schedule the report. There may also be a security risk in setting this user. Consider consulting Customer Service and Support if setting the "Run as" user.

Related concepts Report_view access control