Shared schedules allow you to specify a recurring interval at which to run a report. Each schedule has a name, an optional description, and a list of roles that defines which users have permission to assign reports to it.
Once you add a shared schedule, all users in each role that is granted permission to the schedule can assign reports to run on it.
You can set up recurrence options on shared schedules.
Recurrence options
| Option | Description |
|---|---|
| Starting On | Set the date and time for the task to start. |
| Repeat Task Every | Enter a number and select Minutes, Hours, Days, Weeks, or Months to set the frequency of the report execution. |
| On days | Select check boxes to specify which day or days of the week the task runs. |
| Result Expires After | Enter a number and select Minutes, Hours, or Days to specify how long to keep the report in the History. When the specified time period expires, you can no longer open the report from the History tab by clicking Open. |
Note: The Repeat Task Every and On days settings work in conjunction to define the dates for a scheduled task to run.
For example, if you set the Repeat Task Every setting to 2 Days and the On days setting to Fri, the scheduled task runs every second day that falls on a Friday.
Another example: if you set the Starting On setting to Thursday, the Repeat Task Every setting to 2 Weeks, and the On days setting to Thu, the scheduled task runs every second Thursday. However, if a day other than Thursday is selected in the On days setting, the scheduled task will NOT run, as the days for the schedule to run include the starting date.
You can optionally set delivery options for your users, or you can leave this section blank and allow your users to choose these settings.
| Option | Description |
|---|---|
| Format |
Select the format in which to deliver the report. Formats: Allow User to Choose, Excel file (xls), Mht document (archived Web page), Image file, PDF document, Word document, or XML file (xml). |
| Delivery Type | Select Allow User to Choose, Email, or Windows File Share. Below are more options that appear with these delivery types. |
Delivery Type options
| Option | Description |
|---|---|
| Email report to | Enter one or more e-mail addresses where the report is to be sent. Separate multiple e-mail addresses with commas. |
| Subject |
Enter the text to use for the e-mail's subject line. You can use the following syntax in the subject:
|
| Body |
Enter text to use in the body of the e-mail. You can use the following syntax in the e-mail body:
|
| Delivery method | Select Allow User to Choose, or As Link to insert a hyperlink to the report in the body of the message, or As Attachment to attach the report to the message in the format specified above. If you select As Link, please see Site Settings Notification URL. |
| Attachment template |
Enter the resource name template. You can use the following syntax in the attachment template:
|
| Option | Description |
|---|---|
| File name |
Enter the name of the report file. You can can use the following styntax in the file name:
|
| Add file extension | Select to add the file extension for the report's format to the file name. |
| Path | Enter the fully qualified UNC path of the location at which to share the report. |
| User name | Enter the user name to connect to the UNC path. |
| Password | Enter the password of the user for the UNC path. |
| Overwrite | Select Allow User to Choose, Overwrite the existing file if it exists , or Increment filename as newer versions are added to control how stored versions of the report are handled. |