How to Create Scheduled Reporting for Dashboards and Reports

You can configure reports to send according to a predefined schedule. This guide shows how to do this in the Schedule Report window. 

What's on this page

What are the benefits of creating scheduled reports? 

Automating scheduled reports to be sent according to a preferred schedule helps MSPs become time-efficient by eliminating the need for manual report generation and distribution. Also, when reports are generated and sent at regular intervals, you ensure clients receive updates in a timely and predictable manner. 

Required integrations and permissions 

You can set up dashboards and reports for all MSPbots apps, BI packages, and applicable integrations. Only users with admin permissions can create dashboards and reports. If you don't have enough permissions, contact your administrator for help. 

How to set up a scheduled report 

Follow these steps: 

1. Open the MSPbots app as administrator. 

2. Navigate to Dashboards on the menu and open the dashboard or report that needs to be configured for a new schedule.
   
   
   

3. Click the Schedule Report icon to access the Schedule Report page. 
   

4. Next, click the +New button or the Create a New Schedule button. Both actions will open the New Schedule window.
    
   
   

   Existing scheduled reports are found in the Scheduled tab like the example in the image below. 
   

5. Enter a unique schedule name in the New Schedule window. The recipient's name is used as the default Schedule Name when the field is left blank. 
   
   

   The default delivery option is to send via email. There is no support for other options or customization at this time.

   
   

6. Go to the Email recipient(s) dropdown menu and select the emails of the individuals you want to send the report to. You can select multiple email addresses.

   • Send carbon copies or blind carbon copies of your report to individuals by clicking the CC or BCC links. You can also select multiple email addresses from these dropdown lists. 
     

   • Optional: Select the option Send filtered dashboard for the associated company of each recipient if you want to send scheduled reports with filters specific to the recipients' mapped company. 
     This option appears only when there is a slicer with QueryParams="Company" in the dashboard. If selected, you need to configure the PSA by selecting Autotask, ConnectWise, Kaseya, Syncro, or Halo.
7. Next, scroll down and set the Frequency for sending the report.
   • If needed, customize the time zone according to different locations and preferences worldwide. 
   • Select Advanced Scheduler > Setting for more configuration options for your report's frequency. 
     
     
8. Move down to the Attachment section and select an option for your reporting requirement:

   • Include PDF Attachment - Select this option to send your report in PDF format. This is the default selection. 

   • Include Shareable link - Select this option to automatically add the {{report_link}} token which will attach your dashboard's link to the email. The placeholder {{report_link}} represents the actual dashboard link.
     
9. Next, select the sender's email from the From dropdown list. 
   
   
10. Then, type an appropriate subject in the Add a custom subject field, and click the add token icon. You can refer to the token descriptions below for guidance. 
      

    Token Descriptions

    • {{recipient_company_name}} is for the recipient's company name. 
    • {{recipient_name}} is for the recipient's full name. Use first name and last name if the full name is not available. 
    • {{report_name}} is for the dashboard's name. 
    • {{report_owner_name}} is for the dashboard owner's name. 
    • {{report_owner_email}} is for the dashboard owner's email address. 
    • {{report_link}} is for the dashboard link. 
    • {{your_company_name}} is for the sender's company name. Select a token for the email subject from the list. 
      
    • If your PSA is selected, you can get the values for {{recipient_company_name}} and {{recipient_name}} from the contact data in Autotask, ConnectWise, Kaseya, Syncro, or Halo.
    • If your PSA is not selected or the values for {{recipient_company_name}} and {{recipient_name}} cannot be obtained, set these values to null.
    
    
11. Optional: Click on the Hide the email footer checkbox to hide the footer on the email. 
    
    
12. Click Save to keep the settings.
    
    After successful creation, the Scheduled tab displays the following information.
    • Report Name
    • Last Sent Timestamp
    • Frequency
    • Next Scheduled Time
    • Recipients
    • Saved Slicer(s)
      
      

If you need to configure the report schedule, click on the ellipsis button on the right side to see the available actions.  

• • • Edit - Click this option to modify the information of the scheduled report. When you're done, click Save.
    • Send Now - Click this option to immediately send the scheduled report email to the recipients.
    • Send To Me - Click this option to send the scheduled report to your email. You can use this option to preview the report before it is sent to clients or teams. 
    • Delete - Click this option to delete the scheduled report. Confirming the deletion when prompted.
      

Related Topics

• Page:
  How to Create Scheduled Reporting for Dashboards and Reports
• Page:
  How to Create and Use Dashboards in MSPbots
• Page:
  How to Create and Use Reports in MSPbots