Run, schedule, and share a report

What this achieves

Running a saved report produces its output in the format you need and keeps a record that it ran. Putting it on a schedule means a recurring question answers itself instead of sitting on somebody’s monthly list.

Required role: Administrator.

Steps

Go to Settings → Reports and select the report.
Choose the Format.
Select Run report.
When the run finishes, download it from the Executions list.

Formats

Option	Description
CSV	For a spreadsheet or for loading somewhere else.
PDF	For circulating as a document.
JSON	For a system that will read it rather than a person.

The format is chosen per run, not stored on the report, so the same report can go to a spreadsheet this month and a PDF next.

Example: Priya Raman runs HC Corp’s skills inventory as CSV for her own analysis and as PDF for the pack that goes to Daniel Okonkwo. One report, two runs.

Exports live here

There is no separate export console. Exporting from Humavera’s analytics means running a saved report in the format you want and downloading the result — the exports screen exists only to point you back here.

The executions list

Every run is recorded.

Option	Description
Started	When the run began.
Status	Whether it completed.
Rows	How many rows it produced.
Duration	How long it took.
Format	The format it was run in.
Download	The output file.

The Rows column is the one worth checking. A report that suddenly returns far fewer rows than usual has had something change underneath it — a filter that no longer matches, or data that moved — and the row count is the first place that shows.

The most recent result can also be shown inline without downloading it, which is the quicker way to sanity-check a report before you circulate it.

Scheduling

Select Schedule.
Choose the Frequency.
For Weekly, set the Day of week. For Monthly or Quarterly, set the Day of month.
Select Schedule.

Option	Description
Daily	Every day.
Weekly	Once a week, on the day you set.
Monthly	Once a month, on the day you set.
Quarterly	Once a quarter, on the day you set.

The schedule panel then shows the frequency and when the next send is due, and the report is listed under the scheduled tab.

Recipients are not yet configurable. A scheduled report’s output goes to the report’s author. Bear that in mind before scheduling something on somebody else’s behalf — the schedule will run, but it will not reach them.

Example: scheduling HC Corp’s monthly capability report on the 1st means Priya Raman receives it on the 1st. Daniel Okonkwo does not, unless he owns his own copy of the report.

Remove schedule stops it running automatically. The report and its past executions stay exactly as they are.

Share gives named colleagues access to the report, and shared reports appear on their shared tab. Recipients are identified by their user identifiers rather than picked from a list, so you will need those to hand — there is no person picker on this dialog yet.

Deleting a report

Delete removes the report from your list. Past executions are preserved, so deleting a report does not destroy the output it has already produced.

What happens next

A report that runs on a rhythm becomes a record of how a figure moved, which is worth more than any single run. Where you find yourself running the same report by hand every month, schedule it; where you find yourself editing a report’s filters before each run, it is two reports rather than one.