Report schedulers are automation tools that automatically generate and deliver reports at predefined intervals — daily, weekly, or monthly — without requiring manual intervention.
In Quixy, a report scheduler automates the process of distributing reports based on a set schedule, so that the stakeholder will always be in line with the updates. It ensures that the right stakeholders (users or roles) receive updated data consistently, on time, and in the right format (PDF or Excel).
¶ Let’s consider a practical scenario:
- On Day 1, your organization receives 100 purchase orders, which are automatically logged in a grid report named “Purchase Order."
- On Day 2, another 100 orders are added to the same grid, updating the cumulative data set.
Now, stakeholders need to track:
- How many orders were received each day
- The current status of those orders (e.g., Pending, Shipped, Delivered)
- Daily performance metrics
Traditionally, this process would involve manually filtering orders by date, generating separate reports for Day 1 and Day 2, and emailing them to relevant stakeholders. This is not only time-consuming but also prone to human error. With Report Scheduler, this entire process becomes fully automated.
You can configure the scheduler to:
- Automatically generate the Purchase Order Report at a predefined interval—daily, weekly, or monthly.
- Specify the exact time for report generation and delivery.
- Define the recipients or user roles who should receive the report.
Once configured, the scheduler will automatically compile the report for each day and send it to the assigned stakeholders.
¶ How to Create a Report Scheduler
Note
Before you begin, note that Report Schedulers can be created only for Grid and Pivot Reports.
For this example, we’ll use a Grid Report to demonstrate the process.
¶ Steps to Create a Report Scheduler
Follow these six parts in order.
¶ 1. Open the Create Schedule form
- Go to Admin Menu → Reports.
- From the list of reports, find the Grid or Pivot report you want to schedule.
- In the Actions column, click the Schedules (clock) icon. The Schedules page opens.
- Click Create Schedule.
¶ 2. Choose who receives the report
- Enter a Schedule Name to identify the schedule later.
- Select the To Type to choose who receives the report:
- Email: Type the recipient’s email address. To send the report to several people, separate the addresses with commas.
- Roles: Choose the To Workspace, then select one or more roles in To Reference. Use the search box to find a role or select Select All.
- Users: Choose the To Workspace, then select one or more users in To Reference. Each entry shows the user’s name and email address.
For Email, enter the address in the Email field.
For Roles, choose the workspace, then select the roles in To Reference.
¶ 3. Add SMS, WhatsApp, or password protection (optional)
- (Optional) To also send the report by SMS or WhatsApp, turn on Sms Message, WhatsApp Message, or both, and enter the recipients’ Phone Numbers.
- (Optional) Turn on Password Protection to protect the report. Access is granted only after the recipient enters the password. Instructions for getting the password are sent in the same email.
Note
Password Protection appears only when To Type is Roles or Users, and only while Sms Message and WhatsApp Message are both turned off.
¶ 4. Set the schedule
- Under Schedule, choose how often to send the report:
- Daily: The report is sent every day.
- Weekly: In Select Day(s), choose one or more days of the week, or select Select All.
- Monthly: In Select Day(s), choose one or more days of the month (1–31), or select Select All.
- Set the Time at which the report should be delivered.
¶ 5. Choose the report format
- Select the Report Format: PDF or Excel.
- If you choose PDF, you can click Export Settings to customize the layout of the attached report, such as column headers, page size, orientation, and scaling. Click Apply to save the settings.
- Click Next.
The PDF layout options are:
| Option | Choices | Default |
|---|---|---|
| Apply Column Headers | All Pages, First Page | First Page |
| Page Size | A3, A4, A5, Letter | A4 |
| Orientation | Portrait, Landscape | Portrait |
| Scaling | Fit All Rows On One Page, Fit All Columns On One Page, Fit in One Page, No Scaling | No Scaling |
¶ 6. Write the message and save
- Enter the message content:
- Sms Body
- WhatsApp Message Body
- Email Subject
- Email Body, using the rich-text editor
- Click Save. A “Schedule Saved Successfully” message appears, and the schedule is added to the Schedules list.
Note
To Reference (for Roles and Users), the schedule frequency, and Time are required. The form shows an error if any of them is empty.
¶ Outcome
Once saved, the scheduler will automatically trigger report generation and send it to the designated recipients at the defined intervals—daily, weekly, or monthly—in the chosen format.
¶ View Schedule History
The Schedules list shows each schedule’s Schedule Name, To Type, Schedule, and Time. To check whether a schedule has run, click the History icon in the Action column. The history page lists each run with its Schedule Status (for example, Success) and the date and time it was Executed On. The Action column also has icons to view, edit, copy, and delete a schedule.
¶ Monitor Schedulers
Monitor Schedulers provides a comprehensive view of all executed schedulers across Report Schedulers, Data Source Schedulers, Recurring Tasks, Integrations, and Data Sync processes.
It allows Workspace administrators to monitor the execution history of each scheduler, review their status (Successful or Failed. If failed “Why?”), and reprocess any failed schedules as required.