Scheduled Reports

availability

Platform:	WebMobile
Plan Type:	BasicEssentialPremiumEnterprise
User Type:	RequesterFull UserAdministrator

Set up scheduled reports to automatically export individual reports or reporting dashboards on a regular schedule. For example, you could set up a weekly export of asset downtime reports and send it to all your organization's maintenance managers automatically.

Scheduled reports help you:

• Share insights with stakeholders within and outside of your MaintainX organization.
• Save time you would ordinarily spend generating, downloading, and distributing reports manually.
• Reduce human error. Once you set up a scheduled report, you can export the same data repeatably and reliably.

MaintainX exports reports as PDF files. You can download them from your MaintainX download center, and automatically share them by email.

tip

You can also:

• Do one-time PDF exports of single reports or dashboards without setting up a recurring export schedule or sharing the exported reports automatically. See Export a Report to PDF.
• Export different kinds of data from your MaintainX organization to CSV (Excel) files. See Scheduled Data Exports.

What You Can Schedule

You can schedule an export for:

• A default dashboard. For example, the Work Orders and Asset Health dashboards.
• A custom dashboard.
• An individual report in the Reporting Details tab.

Date Ranges and Filters for Scheduled Reports

Every scheduled report can have its own date range and filters.

• Custom dashboards use the date range and filters that you set up in the dashboards themselves.

  If you update the date range or filters in a custom dashboard, scheduled exports of that dashboard automatically use the new date range or filters.

• Default dashboards or reports use the filters that are applied when you schedule the export.

  You set the date range in the Create Scheduled Report dialog. If the current date range is compatible with a scheduled export (Last # of Days/Weeks/Months/Years), MaintainX sets that date range automatically.

  You can edit a scheduled export of a default dashboard or report to change the filters or date range. For details, see View and Edit Scheduled Reports.

Create a Scheduled Report

You create scheduled reports from the Reporting module. When you create a new scheduled report, MaintainX does the following:

• Creates the scheduled report and adds it to your list of scheduled reports in the download center.
• Automatically exports the scheduled report and emails it to the list of recipients at the frequency you set up.

To create a scheduled report:

1. From the sidebar, select Reporting. The Reporting module opens.

2. Do one of the following:

   • Select the tab for one of the default dashboards, e.g., Work Orders, Asset Health, or Reporting Details.

     or

   • Select the Custom Dashboards tab, and then select a dashboard from the list.

3. From the page header, select Export and from the Export menu, select Scheduled Export. The Create Scheduled Report dialog opens.

4. Set the following scheduled report options as needed:

   Field	Description
   Name	The name that appears in the list of scheduled reports in the Download Center.
   Date Range (Default dashboards only)	The date range for the scheduled report. Specify the number of Days, Weeks, Months or Years before the export date that you want the report to cover. If you set the Last value to 1, the date range will be the last full calendar period. For example, if today is June 5th a range of Last 1 Months generates a report for May 1st to May 31st. If you set the Last value to 0, the date range will be from the beginning of the calendar period to the current date. For example, if today is June 5th a range of Last 0 Months generates a report for June 1st to June 5th. The date range can't be more than five years. The Date Range setting is not available when you export a custom dashboard because you set the date range in the dashboard itself.
   Group by (Default dashboards only)	The reporting period to group the results by. You can group by Day, Week, Month, or Year. Note: If the date range is greater than one year, you can't group by Day. The Group by setting is not available when you export a custom dashboard because you set the date range in the dashboard itself.
   Recipient	The list of teams or users that receive the scheduled report by email.
   Send one email to each recipient	When on, MaintainX sends one email to each recipient instead of sending a single email to all recipients.
   Include me in the email	When on, the user who creates the scheduled report also receives it by email.
   Frequency	How often to send the report. Choose Daily, Weekly, or Monthly frequency. If you choose Weekly, you can specify which days of the week to send the report. If you choose Monthly, you can specify which day of the month to send the report, and the frequency in months.
   Email Subject	The subject line for the email MaintainX sends to recipients.
   Email Text	The body text for the email MaintainX sends to recipients.

5. Select Schedule.

MaintainX adds the scheduled report to the Scheduled Exports table in the download center, where you can view and edit it.

MaintainX will start sending the report starting on the next scheduled send date. Scheduled reports are sent at 9:00 AM local time.

View and Edit Scheduled Reports

From the download center, you can see a list of your scheduled reports, edit some of their properties, and download the most recent version of any scheduled report.

To get a list of scheduled reports:

1. From the sidebar, select Reporting. The Reporting module opens.

2. Do one of the following:

   • Select the tab for one of the default dashboards, e.g., Work Orders, Asset Health, or Reporting Details.

     or

   • Select the Custom Dashboards tab, and then select a dashboard from the list.

3. From the page header, select Export and from the Export menu, select View Scheduled Exports. The download center opens.

tip

You can also open the download center from the sidebar.

Open the Settings menu and under MY ACCOUNT, select Open Download Center.

In the download center, the Scheduled Exports table lists all your current scheduled reports. You can edit them in the following ways:

• Change the export options, including the date range.
• Change the report filters.
• Pause or resume report exports

Change the Export Options for a Scheduled Report

You can change the export options, e.g., recipients, frequency, etc., for any scheduled report. If the scheduled report is an export of a default dashboard or report, you can also update the date range.

How do I change the date range for a custom dashboard export?

Custom dashboards use multiple date ranges because each report that you include has its own date range. To change the date ranges, edit the dashboard and update the date range for each report that you want to change.

1. Open the download center.

2. In the Scheduled Exports table, select the name of the report you want to edit. The Edit Scheduled Export dialog opens.

3. Edit the following scheduled report options as needed:

   Field	Description
   Name	The name that appears in the list of scheduled reports in the Download Center.
   Date Range (Default dashboards only)	The date range for the scheduled report. Specify the number of Days, Weeks, Months or Years before the export date that you want the report to cover. If you set the Last value to 1, the date range will be the last full calendar period. For example, if today is June 5th a range of Last 1 Months generates a report for May 1st to May 31st. If you set the Last value to 0, the date range will be from the beginning of the calendar period to the current date. For example, if today is June 5th a range of Last 0 Months generates a report for June 1st to June 5th. The date range can't be more than five years. The Date Range setting is not available when you export a custom dashboard because you set the date range in the dashboard itself.
   Group by (Default dashboards only)	The reporting period to group the results by. You can group by Day, Week, Month, or Year. Note: If the date range is greater than one year, you can't group by Day. The Group by setting is not available when you export a custom dashboard because you set the date range in the dashboard itself.
   Recipient	The list of teams or users that receive the scheduled report by email.
   Send one email to each recipient	When on, MaintainX sends one email to each recipient instead of sending a single email to all recipients.
   Include me in the email	When on, the user who creates the scheduled report also receives it by email.
   Frequency	How often to send the report. Choose Daily, Weekly, or Monthly frequency. If you choose Weekly, you can specify which days of the week to send the report. If you choose Monthly, you can specify which day of the month to send the report, and the frequency in months.
   Email Subject	The subject line for the email MaintainX sends to recipients.
   Email Text	The body text for the email MaintainX sends to recipients.

4. Select Submit.

MaintainX updates the scheduled report.

Change the Filters for a Scheduled Report

From the download center, you can change the filters for any scheduled export of a default dashboard or individual report.

How do I change the filters for a custom dashboard export?

Custom dashboards use multiple sets of filters because each report that you include has its own filters. To change the filters, edit the dashboard and update the filters for each report that you want to change.

To change the filters for a scheduled report:

1. Open the download center.

2. In the Scheduled Exports table, go to the row for the report whose filters you want to change, and select the (filters) icon. If the report already has filters applied, the filter icon appears with a small dot, like this:

   The filter options appear.

3. Edit the filters as needed. When you're finished, select Apply.

The scheduled report will use the updated filters as of the next export.

tip

To see when the next export is scheduled, check the Upcoming column.

Pause or Resume a Scheduled Report

1. Open the download center.

2. In the Scheduled Exports table, go to the row for the report that you want to pause/resume.

3. In the Active column toggle the scheduled report on or off

   • When you toggle the scheduled report off, MaintainX won't export the report or send to recipients again until you resume it.

   • When you toggle the scheduled report on, MaintainX will export and send the report on the next scheduled date.

     tip

     To see when the next export is scheduled, check the Upcoming column.

Download a Scheduled Report

The most recent exports of scheduled reports are available in the download center for two weeks.

To download the most recent version of a scheduled report:

1. Open the download center.
2. In the Scheduled Exports table, go to the row for the report you want to download, and select the (download) icon.

MaintainX saves the report to your computer.