Scheduling a Report to Run Automatically

Step-by-step instructions on how to automatically schedule a report from the Transactional Reporting Table of Contents dashboard to run for large reports that take time or to schedule a report to run each week/month on a specific day.

This guide will cover:

• Navigating to the Transactional Table of Contents

• Selecting the Desired Report on the Table of Contents

• Viewing Prompts for Scheduling Reports

  • Completing the “General” Tab

  • Completing the “Output” Tab

  • Completing the “Schedule” Tab

  • Completing the “Notification” Tab

  • Submitting and Receiving the Report Order

• Editing and/or Removing a Report from Scheduled Reports

Information

Scheduling a report allows a user to have a report on the Transactional Reporting Table of Contents delivered to their email inbox or select other locations on a regular basis. This guide will explain how to set up automating a report. For reports under "Business Intelligence and Data Visualizations" and "Executive Leadership" please visit Microsoft Power BI for scheduling PowerBI Reports.

 

Step One

Navigating to the Transactional Table of Contents

• Navigate to WyoCloud and click on the Reporting Table of Contents tile.

Step Two

Selecting the Desired Report on the Table of Contents

• Locate and open the report that you wish to schedule from the Transactional Reporting Table of Contents dashboard.

Step Three

Viewing Prompts for Scheduling Reports

• Once you have opened your desired report, click on the gear icon located in the upper right-hand corner of the page.

  • Note: Do NOT input anything into the report prompts or run the report.

• From the dropdown menu, click on “Schedule”. This will open the Schedule Report Job page (example below). Here you will input information in each of the tabs described in the following steps.

 

 

Step Four

Completing the “General” Tab

• The prompts in the “General” tab will be the same prompts that are within the report you have selected.

• Input the information that you would like to see in your scheduled reports into the parameter fields.

The fields in the general section will change depending on the report that you are scheduling. In this example, we are using the Payroll Expenditures without Fringe Report.

 

 

Step Five

Completing the “Output” Tab

• After filling out the “General” tab, click on the “Output” tab located directly to the right.

• In the “Output” tab, specify the following prompts:

  • Name - Name of report.

  • Layout - The only option is Details

  • Format - Format of report such as Excel

  • Locale - Language of recipient of report

  • Time zone - Time zone that the report will be sent according to

  • Calendar - Type of calendar that the report will be sent according to

  • Save Output - Whether the output of the report will be saved

• Next, click on add destination. The destination is where the report will be sent to. Multiple destinations can be added as needed.

• Make sure to fill out the starred fields, as well as any other information such as a subject line.

 

Step Six

Completing the “Schedule” Tab

• After filling out the “Output” tab, click on the “Schedule” tab located directly to theright.

• The “Schedule” tab allows you to specify your schedule time or schedule.

• There are 7 frequency options: Once, Hourly/Minute, Daily, Weekly, Monthly, Annually and Specific Dates. Select and fill out all fields of the one that best suits your needs.

• The Start and End fields specify the time period that the report will be automatically sent.

• No triggers available

 

Step Seven (Optional)

Completing the “Notification” Tab

• After filling out the “Schedule” tab, click on the “Notification” tab located directly to the right.

• The “Notification” tab allows you to elect to receive notifications about the report.

• This section is not required to be filled out.

• If you choose to fill out the "Notification" tab, be sure to input your email address and check any of the four boxes under the "When" subheading that you might need.
  • The "Report completed" box will notify you when the report is completed. 
  • The "Report completed with warnings" box will notify you when the report has been completed but there are warnings within it. 
  • The "Report failed" box will notfiy you when your report has failed.
  • The "Report skipped" box will notify you if your report has been skipped. 

Note: You only need to check he boxes you need regarding notifications. You do not need to select all of them, but may if you so choose.

Step Eight

Submitting and Receiving the Report Order

• Once all required fields have been filled out, click the submit button which is located in the upper right-hand corner.

• The following box will appear. Fill in the Report Job Name and click OK.

• Do not close out of the page. It may take a while for the job to submit. Once the job is submitted, the following will appear on your screen.

• After successfully submitting the report, it will be delivered to the specified address in from the destination section of the “output”. The images below are an example of what the report will look like when delivered to an outlook inbox.

 

Step Nine (Optional)

Editing and/or Removing a Report from Scheduled Reports

• Open the report you want to remove from your scheduled reports on the Table of Contents Dashboard.

• Once you have opened your desired report, click on the gear icon located in the upper right-hand corner of the page. From the dropdown, click on “Jobs”.

• Once on the “Jobs” page, filter by Report Job Name, Owner, etc. to find the report you want to remove from scheduled reports.

  • Report Job Name - Defined Name of Report Job

  • Report Name - Pathway Name of Report Selected

  • Status - Status of Report Job (All, Active, or Paused)

  • Start Time - Defined Start Time of Report Job

  • End Time - Defined End Time of Report Job

  • Owner - Owner of Report Job

  • Scope - Scope of Report Job (All, Private, or Public)

• Once you find the report you want to remove, select the report, then click on the “X” icon.

• A confirmation message will appear. Click “OK”. This will remove the report from your scheduled reports. Do not close out of the page. It may take some time to complete.

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• Once complete, your “Jobs” page should come back with “No Output Available” if your search didn’t produce multiple reports.

 

This completes all the Scheduling a Report from the Table of Contents Automatically processes.