Administration - Manage Scheduled Reports

Author: Colm Carew

Ensure to do this on the Errigal QA System (qalb1.err/ReportingManager) as we do not want to send emails to customers!

Scheduled Reports are reports that are ran a certain time every day/week and the result of running these reports then gets emailed to whoever has the visibility that the report is ran for.

Clicking on the Clock Icon (Manage Schedules) will bring the following menu :

This allows you to select any report and see it schedules/create new schedules.

Once a report is selected it's schedules will be listed underneath it as below

You can then double click on the name of the schedule and it will open a window like :

In the case of the above, all users that receive emails and have the ATPColm visibility will get an email when this schedule is ran. Note if the report has any variables you will need to put those variables into the schedule. See below :

In order to test a scheduled report there is a test schedule button which will send an email to the logged in user of whichever schedule you have selected.

To verify that schedules are correctly configured for the required users, the following query can be used in the reporting_manager database:

SELECT  u.username,email_address,u.subscribed_to_role_emails,role.name as roleName,report_schedule,enabled,s.name
FROM reporting_manager.reporting_shiro_user u
LEFT JOIN reporting_manager.reporting_shiro_user_reporting_shiro_role rJ
  on u.id = rJ.reporting_shiro_user_roles_id
LEFT JOIN reporting_manager.reporting_shiro_role role
  on rJ.reporting_shiro_role_id = role.id
  left join reporting_manager.scheduled_config_reporting_shiro_role sJ
  on role.id = sJ.reporting_shiro_role_id
LEFT JOIN reporting_manager.scheduled_config s on sJ.scheduled_config_roles_id = s.id
where (Filter by role, User name, email, etc)
-- group by u.name,role.name

* BE CAREFUL WITH CUSTOMER ROLES - THEY WILL RECEIVE REPORT EMAILS * * BE SURE YOU UNDERSTAND USER PROFILE APPLICATION PROFILES AND ROLES BEFORE PROCEEDING *

To set up a role, click “manage report visibilities” which is the icon with the eye on the reporting manager menu. Click “Add Role”. When you have the role added to Reporting Manager, log into User Profile on the same environment, navigate to the Reporting Manager App profile and click “Sync Application”. This will now mean the role is present within the User Profile UI. Now it will be selectable as a role for reporting manager application profiles. If you want a customer to receive this report, make sure their reporting manager application profile has this role selected.

Another thing to take note of is that the recipients for the report under the role are BCC'ed on the report, When the report is sent, its not clear to see from the email if they have received it or not. Check the logs to be sure their email is included in the list on the scheduled report sending. If their email address appears in the logs as BCC recipient, their email address is correct and there are no exceptions, you can be sure it has been sent to them.

Select a report or use one of your previous assessment reports. Make sure the report has visibilities assigned to it. Create a schedule for the report (make sure enabled is unchecked so it does not run). Click test schedule and ensure you receive the email and the email + excel sheet are correct.