Scheduling Designer Reports in Admin

Space Administrators can schedule the distribution of Designer reports by email. You can specify the format you want for each report, how often to run it, and its recipients.

• Create a Designer report schedule
• Designer report schedules and Birst upgrades
  • Migrate report schedules to the current release

Tips:

• Space Administrators can also set up Designer report bursting and exception reporting. See Setting Up Report Bursting and Setting Up Exception Reporting.
• Give users permission to schedule reports in Designer and both original Dashboards and Dashboards 2.0 by placing users in a group that has self-scheduling enabled. See Manage Groups.
• You can see the status of Designer report schedules in Admin - Manage Access - Background Job. See Monitoring Background Jobs.
• Visualizer reports are scheduled in Dashboards 2.0.

To create a report schedule

1. Navigate to Admin > Space Management > Select a Space > Notifications.

2. Click + Create New Notification.

   

3. Specify the Name of the new notification.

4. Specify an email address in the From field.

5. Select the email To type. You can select users, email addresses, or send a report driven notification.

   • For users, click in the Add Users field and specify users to send the notification. The system automatically displays possible users based on the characters you specify.

   • For email addresses, specify addresses to send the notification in the Email field. You can specify a list of email addresses separated by semi-colons.

   • For a report driven notification, click the Foldericon in the Search Reports field to select a report. The Report Catalog is displayed. Select a report from the list.

6. Complete the remaining fields for the notification. For example, you can set up a recurring notification schedule. You can: 

   • Use session variables and report parameters (to pass prompt values) in the Filename.

     • For example, you could specify the following in the Filename field:
       Projections for $P{ProductCategory} in $P{Region} during V{Current Month}

     • In this example, if the user selects Beverages from the ProductCategory prompt and NorthEast from the Region prompt and the current month is April 2013, Birst produces a PDF attachment with a name of: "Projections for Beverages in NorthEast during 201304.pdf".

   • Specify a trigger report that, at scheduled execution time, controls whether or not the email with the content report is sent to the distribution list. This trigger report must contain a table only and no chart. Email messages with the content report are sent to the recipients only if the trigger report returns a result set. For example, you could set up a trigger report to return results only if a certain measure falls below a threshold value.

7. Select the Attachment Format for the notification. You can select multiple attachment formats.

8. Click Save.

The notification is listed in the Notifications panel. You can click the Actions icon to: 

• Edit, Move, Duplicate, and Delete the notification.

• Run the report by clicking Run Now.