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Chapter 9 Planning

9. Scheduling

The scheduling function allows you to execute reports automatically at a set time and send the result of the report execution by email, for example. All the usual export formats are available. The target of a scheduling can either be the e-mail account of a user created in ReportServer or a TeamSpace.

To schedule a report, open it in ReportServer and click on the Schedule button in the toolbar.

In the dialog box that opens, first select the desired output format and then set the recipients of the scheduling. The recipients are selected by double-clicking. If the report is sent by email, the specified recipients will receive the exported report as an email attachment. When scheduling in a TeamSpace, the recipients are only notified that a scheduling has been carried out.

The Advanced options checkbox enables advanced configuration options on the following pages.

On the following page, select the scheduling targets. These can be TeamSpace and/or e-mail recipients.

If sending by attachment is activated, you can enter the subject and text of the message sent during execution.

When scheduling in a TeamSpace, enter the desired target TeamSpace and the corresponding folder in it. You can also enter the name and description of the file to be created. In the Name field, you can use a ${} formula expression (see Formula language). The replacement now allows you to access the current date.

Conditional scheduling

If you have activated the option to display advanced settings on the first page, the Conditional scheduling form page will be displayed. Conditional scheduling is a function that allows you to suspend or delay the execution of a scheduled report if a precondition is not met. You define preconditions on the basis of parameters specified by an administrator. In a first step, use the Add button to select a set of key figures and then use these to define a condition. To formulate the condition, use a $ formula expression that describes a truth value. For example, to check whether a key figure has a value greater than 5, enter KNZ > 5 as the condition, where KNZ is the name of the key figure. The usual specification of $ is omitted.

Alternatively, one or more conditions predefined by the administrator can be selected.

Use the If not fulfilled checkbox to control whether execution is to be skipped in this case or retried after a waiting period.

Series samples

On the last dialog page, you configure the execution schedule, which specifies when and how often the report should be executed. The configuration is similar to that of a series of appointments in standard calendar applications.

Scheduling module

The Scheduling module shows you an overview of all schedules that have either been made by you or for which you have been specified as the recipient.

All schedules are listed in the left half of the window. You can filter the view using the buttons on the toolbar. If you have selected a schedule, the detailed view for it is loaded in the right-hand side of the window.

In addition to general information on the scheduled report, the detailed view shows a history of past executions and the next upcoming execution dates. Double-click on an execution that has already been completed to open a dialog box with information on this execution. In the event of an error, you will find information on the cause here.

Using the toolbar in the detailed view, it is also possible to trigger an immediate execution and to edit the execution plan. If the execution plan is edited, the old schedule is archived and a new schedule is created.

The Load details button expands the list of past executions to a complete history. Delete entry deactivates a schedule and moves it to the archive.

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