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Report/Queue Scheduler

The Report and Queue Scheduler features allows users to save reports with their search criteria settings preserved so that they can be automatically delivered at scheduled intervals to specified recipients.

Table of Contents

  1. How the Scheduler Feature Works
  2. Creating Scheduler Records
  3. Completing the Scheduling Options Prompt
    1. Schedule Series Name
    2. Scheduling Frequency
    3. Date Range Settings
    4. Scheduling Summary Statement
    5. Recipients Section
    6. Password
  4. Accessing the Report/Queue Scheduler Tab
    1. Report/Queue Criteria Buttons
    2. Schedule Options Button
      1. Inactive Checkbox
      2. Last/Next Scheduled Delivery Dates/Times
    3. On Demand Button

How the Report/Queue Scheduler Feature Works

At a high level, the Report/Queue Scheduler feature can be summarized as a way to deliver reports and queues automatically to specified recipients in scheduled intervals. This time-saving feature is meant for an easier way to reliably generate routine reporting objectives and distribute workflow queues. Think of this as a way to automate reporting and queue requests, with a few added features that also allow you to generate saved reports or queues with custom criteria at any time. 

Below is a basic overview of how the feature works:

For Reports:

  1. Run any report within the Dashboard, Billing, or A/R Report Modules. 
  2. Complete the criteria for the report. 
  3. Click the "Add to Report Scheduler" button. 
  4. Complete the Scheduling Options prompt.
  5. The report will then be delivered to the specified recipient(s) on the scheduled date/time in .pdf format.

For Queues:

  1. Navigate to any queue criteria screen.
  2. Complete the criteria for the queue.
  3. Click the "Add to Queue Scheduler" button.
  4. Complete the Scheduling Options prompt.
  5. The queue will then be delivered to the specified recipient(s) on the scheduled date/time in Excel format.

That basic overview summarizes the workflow of using the Report/Queue Scheduler function, but please continue to read below to learn more about all the available features.

Creating Report/Queue Scheduler Records

To begin creation of a scheduled report or queue, first head to the Reports Module and select the report or queue you would like to schedule. You will need to complete the search criteria for that report or queue first. 

Once you have completed the Search Criteria for the report, select the Report Scheduler button, then select 'Yes' to the next pop up. 

In order to use this feature, users will need access to the Report/Queue Scheduler role permission for their Role in User Maintenance Setup. This permission is enabled for Administrators by default. Other users may need to have their role revised in Roles Setup. 

Completing the Scheduling Options Prompt

After using the "Save to Scheduler" button, the Schedule Options prompt will open.

The Scheduled Options prompt must be completed in order to confirm the scheduling settings for report and queue delivery and other important factors. The required sections of the Scheduling Options Prompt are detailed below:

Schedule Series Name

  • The Schedule Series Name field is the name assigned to this series of scheduled reports or queues.
  • While users can assign any name, it is recommended to include details, if applicable, on how that report or queue will be generated.
  • It is possible to create multiple Scheduler records of the same report or queue, so a name clearly indicating the purpose is recommended in case there are multiples scheduled.
  • The Schedule Series Name is utilized in the subject line of reports or queues automatically sent via the Scheduler function.

Scheduling Frequency 

  • Below the Schedule Series Name field is the Scheduling Frequency dropdown. This field will control the intervals in which the scheduled report or queue is delivered. 
  • There are several options for the Scheduling Frequency field:
    • Daily: this option delivers the report or queue on a daily basis. Recipients will receive the report each day at the specified time if this is selected.
    • Weekly: select this option for the report or queue to be delivered once a week to the recipients. It will prompt the user to select the day of the week and the time of delivery.
    • Monthly: users can select this option to deliver the report or queue on a specified day and time, once a month.
      • Note: If the last day of the month is desired for report delivery, enter '31' in the Calendar Day field, even if the current or subsequent month only has 30 or less days. The report or queue will always be delivered on the last day of the month in the event that month has 30 or less days if '31' is entered for the Calendar Day field.
    • Yearly: selection of this option delivers the report or queue once a year on the specified day and time.

All times entered in these fields must be in HH:MM, regular time format.

Date Range Settings

Since a routinely-scheduled report or queue would not be that useful if it always provided the same date range on each delivery, the Date Range Settings dropdown allows users to configure a pre-determined date range that changes each time the report or queue is delivered.

Some reports or queues do not run, or could be configured to not run, on a date range. For example, queues like the Incomplete Bills Queue run without a date range, and queues like the Imported Bills Queue are not date range based. In these cases, the Date Range Settings field does not display as it is not needed.

Available Date Range Settings include:

  • Today: The date range will always be equal to the date of delivery.
  • Yesterday: The date range will always be equal to the day before delivery.
  • Current Calendar Week: When delivered, the date range will be equal to the current week (Sunday - Saturday).
  • Previous Calendar Week: When delivered, the date range will be equal to the previous week (Sunday - Saturday).
  • Previous 7 Days: The date range will always be equal to the last 7 days from the current date.
  • Current Calendar Month: When delivered, the date range will be equal to the current month.
  • Previous Calendar Month: When delivered, the date range will be equal to the previous month.
  • Previous 30 Days: The date range will always be equal to the last 30 days from the current date.
  • Previous 90 Days: The date range will always be equal to the last 90 days from the current date.
  • Previous 6 Months: The date range will always be equal to the last 180 days from the current date.
  • Current Calendar Year: The date range will be this calendar year.
  • Previous Year: The date range will be last calendar year.
  • Previous 12 Months From Current Date: When delivered, the date range will be equal to the last 12 months from the current date.
  • Previous 2 Years: The date range will be last two calendar years.
  • Previous 24 Months From Current Date: When delivered, the date range will be equal to the last 24 months from the current date.

Scheduling Summary Statement

The Scheduling Summary Statement simply summarizes how the schedule will function and is a read-only field. The statement will update alongside the completion of the Scheduling Options prompt, allowing the user to better understand the configuration as they complete the required fields in this screen. In order for this statement to fully populate, users must complete both the Scheduling Frequency and Date Range Settings dropdowns. 

Recipients Section

The recipients section allows for the user to add the e-mail addresses the report or queue will be delivered to.

  • The blue + button on the right will allow for additional e-mails to be added to the recipients list.
  • If a recipient needs removed from this list, use the red trash button to the right of the e-mail field.

Note: If a report or queue is greater than 3MB in file size, it cannot be delivered to recipients. Instead, an error e-mail is sent. Recipients can then log into AIM to run the On Demand report or queue instead.

Password

A password is required for any report or queue delivery. The password must be shared with all recipients, otherwise they will be unable to open any delivered files. Each Scheduler record will have its own password.

  • A password must be at least 14 alphanumeric characters in length.
  • Contain characters from at least three of the following four categories:
    • English uppercase characters (A through Z)
    • English lowercase characters (a through z)
    • Base 10 digits (0 through 9)
    • Non-alphabetic characters (for example, !, $, #, %, Spaces also count)

Accessing the Report/Queue Scheduler Tab

Once all of the aforementioned fields are completed within the Scheduling Options prompt, click the Save button at the bottom of the pop up (or click cancel to literally cancel it and be returned to the Search Criteria).

To get to the Report/Queue Scheduler Tab, look for the option in the top menu bar of the Reports Module.

Reminder: Report and Queue Scheduler records are created from the reports or queue criteria screens themselves. The Report/Queue Scheduler Tab is meant to manage these records only.

Inside the Report/Queue Scheduler Tab, there are two categories:

  1. Report Scheduler - Contains all scheduled reports
  2. Queue Scheduler - Contains all scheduled queues

Each category contains all scheduler records that have been created by any user. Here you can see the name of the record as well as a breakdown of the frequency and date range. Users can also delete records with the red Delete button on the far-right of their record.

Besides the Delete button, other maintenance options are available in the Report Scheduler Tab:

Report/Queue Criteria Button

To access the original search criteria of the report or queue, use the Criteria Button. A pop up with the original settings will appear, and changes made to the criteria in this screen will go into effect with the next scheduled delivery.

When viewing the original search criteria, please note that the date range will be blank within this pop up. This is intentional, because Scheduler records run based on the Date Range Setting, available in the next option.

Schedule Options Button

Click the Schedule Options button to access the Scheduling Options prompt for that report or queue again. This will allow for several properties to be edited just like when it was initially scheduled, but in addition to the previous fields, new ones display as well, which are detailed below.

Inactive Checkbox

Checking the Inactive checkbox prevents the Scheduler record from being delivered. It is similar to deleting the record, however, users can enable the record at any time by unchecking the Inactive checkbox. This will allow the report or queue to continue its delivery schedule, which can be seen at the bottom of the Scheduling Options prompt.

Last and Next Scheduled Delivery Dates/Times

  • Last Scheduled Delivery: The date/time the report or queue was last delivered. If it has never been delivered, this will be blank.
  • Next Scheduled Delivery: The date/time the report or queue will be delivered next. If the scheduler record is marked inactive, this will be blank.

On Demand Button

The On Demand button downloads a report or queue using the latest criteria settings. For reports, this downloads in the report's native format. For queues, this downloads in Excel format.

Using the On Demand button is a great way to quickly download a report or queue without having to go through the process of setting up the criteria again. This is a great time saver if the report or queue has complex settings.