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How can I schedule emailed reports using the Report Builder?

Schoox provides you with powerful reporting within your academy, giving you the ability to track student progress in a number of ways.  You are now able to receive reports automatically via email, based on the specific parameters you set up.

The Report Builder feature provides very detailed data about your members' training performance and gives you the option not only to create your own reports but also schedule them to be sent to specific recipients on a daily/weekly/monthly basis.

To do so, click on the Admin tab from the upper navigation bar and selecting Reporting. From the left side menu select Report Builder.

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Click on the Private Reports tab, hit Create New Report and choose the type of your report according to your needs. Set up the Report Options, select the Fields that you want to include and choose if you want to Schedule your Report to be automatically delivered to you or others within the organization.

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Please note that in order to create scheduled reports you have to choose the organization filters first.

You can now set up the needed parameters, based to your needs! 

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Period: Define the frequency that the report will be sent. You have the option to select if you want your report to be sent on a daily/weekly/monthly basis.

Note: In case of weekly/monthly reports, the desired day is also configurable.

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Recipient: You have the option to create a scheduled report only for you or set an automated rule for a specific organizational entity to receive the report.

  • If you save the report for yourself (For me), once you Save it, it will be displayed under the Private Reports tab
  • If you save the report for others within the academy, it will be included under the Scheduled Report for others tab

Ending: Select whether the report should stop to be sent on a specific date or not.

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Delta Options: 

  • Νο: You will receive a snapshot of all data without time limitation
  • Yes: You will receive a report with data that changed in the past period based on either the Completion date or the Enrollment date. It's up to you!

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Time: The desired time that the report will be sent is also configurable.

Once you have filled in all of the necessary information you can complete the process and save your report. To do so, please follow the instructions below, depending on your report.

Scheduled Report - For you

Once you have set up your report, click on the green Click here to preview data area and if you do not want to change anything, save your report by clicking the blue Save Report button, on the top of the page.

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Your report will be saved under the Private Reports tab.

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There are several actions available to you regarding the reports you have created:

  • Download - You will receive a snapshot of all data without time limitation. The report will be sent immediately (and before its scheduled time)
  • Edit
  • Copy
  • Delete
  • Create now - You will receive a report with data that changed in the past period based on the setup of your report. The report will be sent immediately (and before its scheduled time).

Scheduled Report - For others

Once you have set up your report, click on the green Click here to preview data area and if you do not want to change anything, save your report by clicking the blue Save and Continue button, on the top of the page.

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Once you have saved your report, you will need to select the recipients. You can either select recipients individually or use the choose selection criteria from the Advanced selection tab and limit the recipient list.Recipients_selection.PNG

Choose Select (Individual selection) / Create Report Rule (Advanced selection) to save your recipients.

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Your report will be saved under the Scheduled Report for others tab. In this tab, users having created scheduled reports for others will be able to see the list of the created reports. This list will be also available to the selected recipients. Admins will be able to see all of the saved reports, that were scheduled for others.

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There are several actions available to you regarding the reports you have created:

  • Download - You will receive a snapshot of all data without time limitation. The other recipients will not receive any report.
  • Edit
  • Copy
  • Add Recipients
  • Remove Recipients
  • Delete
  • Create now - You will receive a report with data that changed in the past period based on the setup of your report. The selected recipients will be also notified when the report is ready. The report will be sent immediately (and before its scheduled time).

Read also: How to use the Report Builder?

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