Scenario:
Web TimeSheet can be configured to automatically generate and e-mail reports by creating report schedules, with the exception of reports based on the Timesheet List and Expense Sheet List templates, these report cannot be scheduled. Within each schedule, you can specify when to run the report, who to send it to, the file format to send, and how to filter the data. Schedules can only be created by users with the appropriate permission enabled.

Resolution:

  • Adding or Editing a Report Schedule:

    • If you are adding a new schedule:

      • Select Reports from the top menu.
      • Select Setup > List Reports or Manage Reports from the side menu.
      • Select the Schedule_Report_Icon next to the report you want to schedule. If the "Schedule_Report_Icon." is not provided, the format of the report does not allow for scheduling.
    • If you are editing an existing schedule:

      • Select Reports from the top menu.
      • Select Setup > Report Schedules.
      • Select the Edit beside the schedule you wish to edit.
  • Enter or edit the name for the schedule.
  • Select the interval at which to run the report from the Schedule Type drop-down list. (Refer to the attached screenshot)


     

  • Set the date and time at which the schedule should begin. The date must be today's date or later. To choose a date, select the calendar icon.
  • Choose who to e-mail the report to as follows:

    • To e-mail the report to a Web TimeSheet user at their Internal E-mail Address, select the user from the list provided and select the upper >> button. Use the Ctrl key to select multiple users.
    • To e-mail the report to another e-mail address, enter the address in the other field and select the lower >> button. (This field is only provided if your permissions allow for it.)
  • If you are scheduling a text report, select the file format for the report, which can either be a Comma-Separated Value (CSV) file, which can be opened in Excel, or a PDF file.
  • If you are scheduling a graphical report, select the View to display by what criteria to group the data, if available.
  • Select the filters to use when generating the report. For information on setting the filters

    • Note: When setting the filters, keep in mind that the data available in the report is based on your permissions and, if hierarchy filtering is enabled, the department you reside in. All recipients will see the same report data that you do. If you wish to limit the data provided in the scheduled report, set the filters appropriately.
    • These filter settings are only used when generating the report at the scheduled interval. They do not affect the filter settings currently being used in the saved version of the report.
  • Select the Add button (or Save button if editing) to save the schedule.

More Information:

  • When a report is e-mailed as part of a schedule, the e-mailed version is based on the report configuration at the time the schedule was created. Any changes you make locally to the report will not be reflected and, if you modify the report globally, the schedule, which was based on the previous configuration, will be deleted. Therefore, it is recommended that you configure the report fully before creating a schedule for it.
  • If you wish to schedule a report on a monthly or quarterly basis, set the schedule to run at the start of the next month or quarter, instead of at the end of the current month or quarter. This will ensure the report contains complete data for the period selected.

    • Example: To run a monthly report starting with data for April:

      • Set the Schedule Type to Monthly.
      • Set the Initial Run Time to May 1 at 6:00 am.
      • Set the Date Range filter to Last Month.

        • For most schedule types, the report will run for the first time at this date and time. If the specified time has already passed, the report will run within one hour of the schedule being created.
        • For the Semi-Monthly, Timesheet Period Start, and Timesheet Period End schedule types, the report will run on the first scheduled day that occurs on or after the Initial/Next Run Date. (See attached screenshot)


           

        • While selecting the users who should receive the report schedule, the list will only include users for whom an Internal E-mail Address has been specified. In addition, if hierarchy filtering is enabled, only users in your department and its sub-departments will be available.
  • Choose a date and time when the system is not at peak use. For example, schedule a weekly report to run on a weekend morning.
  • If you are editing an existing schedule, you can use this field to change the date and time that the report runs at.
  • Graphical reports are displayed using support files that reside on the Web TimeSheet server. Therefore, in order to view a graphical report within an e-mail, the following requirements must be met:

    • The address of the Web TimeSheet server must be entered in the System Preferences, if you are using a self-hosted : these instances are installed and managed within the client's organization; they are installed using a file provided by Replicon, and are available to users through the client's network implementation.
    • The Web TimeSheet server must be accessible to the user from where they are viewing the report.
    • Adobe® Flash® Player must be installed on the computer the user is viewing the report on. Flash Player can be downloaded from www.adobe.com. (This is required to view graphical reports within Web TimeSheet as well.)
    • Note:
      To view graphical reports from outside your corporate network, the Web TimeSheet server must be configured for access from the Internet. Contact your network administrator for more information.
  • Depending on the message formats supported by your e-mail client, the report may be displayed within the body of the e-mail. If it is not displayed in the body or does not display correctly, open the attachment provided in the e-mail. When you open it, the graphical report will be displayed in your browser.
  • Once a schedule has been created, it can be reviewed and edited from the Report Schedules page. The report will continue to run automatically until the schedule is disabled or deleted (except for reports of the type once, which only run a single time).