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Help Administrators

Scheduling a report to be emailed regularly

You can schedule any report that you can access to be automatically generated and emailed at regular intervals. Within each schedule, you can specify when the report will be sent, who to send it to, and the report format to use. The report will be sent as a PDF or Excel attachment.

Any report you schedule will continue to run automatically at the specified interval until the schedule is deleted.

All data you can view will be available in the report, regardless of the access level assigned to the recipient.

Scheduling a report

To schedule a report:

  1. Go to Reports, and select the report you want to schedule.
  2. Click the Set Schedule link.

A dialog displays.

  1. Give the schedule a name, and complete the scheduling fields.
  2. Click Add.

Delivery Scheduled will display in place of the Set Schedule link on the report page. Click the Edit link if you need to modify the report schedule settings.

About the scheduling fields

Field name

This field...


Defines the name of the schedule. This name, with “from Replicon” appended to it, is used as the name of the email that is sent.


Specifies the interval at which the report will be emailed

Next Scheduled Run

Determines when the report will be emailed next. Enter the date and time when you want the schedule to begin. The email will be sent at the selected time of day, on the scheduled days.

If you’re editing the schedule, you can adjust the run date and time; the schedule will update based on the new date.

Add or Remove Resources

Used to select users to whom the report should be emailed. Recipients will be sent the report as you see it, based on your permissions.

Enter an email address in the Other people field to send to those outside your organization.

All recipients display under Send to These Resources in the left-side pane.

Custom Message

Specifies text that displays in the body of the email. You can leave this blank, if desired.

“Please see attached report” displays beneath any message you include.

Report Format

Determines the format of the report, either PDF or Excel.

If you select Excel, the report will be sent to all recipients in your chosen Excel file format (.csv or .xml).


A report I was sent from Polaris doesn't open in Excel by default

The report was likely scheduled to be sent using .xml format. Files of this type often open in a web browser by default, rather than in Excel.

To open a report of this type:

  1. Open Excel.
  2. Open a blank workbook.
  3. Select File > Open, and select the report file.

Where can I find what report schedules exist in our system?

You can use the Report Schedule report template to track schedules. This report lets you see the schedule owner's name, as well as the names of all recipients, the next and last run times, among other data about report schedules.

How can we find out who owns a scheduled report?

The name of the sender appears at the bottom of each scheduled email that is sent. This allows you to identify senders who have left the company, so you can stop further reports from being sent from their account.

Can recipients see which other users received the report?

Each report is sent to each user as an individual email. A list of the recipients displays as a footer in the email the recipient receives.

Is there a limit to the number of recipients I can send a report to?

Yes. A report can be sent to a maximum of 50 recipients at once.

Are scheduled reports sent on a user's days off?

Scheduled reports are treated as notifications. So, if a recipient is assigned right to disconnect notification settings in their user profile, scheduled reports will not be sent on that user's set days off, according to their settings; They will be sent as soon as the user returns to work.

Why is my scheduled report sending incorrect data?

When a scheduled report is sent to recipients, it always uses the field and filter settings that are saved for that report. If data that was sent looks incorrect, confirm what settings are saved.

If the schedule you've created is based on a report that is owned by another user, the schedule's field and filter settings will change whenever the report's owner changes those settings in the original report. We recommend that you only schedule reports that you own, so that no one else can edit their settings.

When you specify a date range to be reported on in a scheduled report, we recommend using a relative date range (such as Last Week, or Last Month), where available, rather than absolute dates (such as July 1st to 31st) for all reports that are scheduled to be emailed on a regular basis.

Why aren't certain Polaris users available as recipients?

Your administrator might have limited which users you can send reports to, for security reasons.

Related topics

Saving and sharing reports
How your permissions affect what report data is available to you