Schedule a Document and Select Subscribers

This topic describes how you can schedule a document generation task and configure its settings.

To manage the document scheduler, switch to the Scheduling screen.

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To schedule a new document generation task, click Add Task.

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In the invoked screen, specify the task's options.

General Settings

Option

Description

Task Mode

The following two task modes are supported.

  • Document

    The task generates a single document (report or dashboard) that does not vary depending on who will receive it.

  • Billing Statement

    The task generates a set of uniform documents that are tailored to specific recipients. The content of each document can be personalized using report or dashboard parameters.

    To create a billing statement, you will also need to specify a data field listing recipient emails. So, the Report and Dashboard Server must contain a data model that provides access to such a field. This is described in the following section of this topic: Parameters Binding.

Name

Specifies the unique name for the task.

Document

Specifies the document to be generated by the task.

Send by Email

Specifies how documents should be delivered by email. The available options depend on the document type.

Document

Delivery Options

Report

  • A URL to preview the report

    Each email contains a URL, specifying the address of a web page that displays a report.

  • An attached PDF

    Each email contains a report attached as a PDF file.

  • An attached Excel workbook.

    Each email contains a report attached as an XLSX file.

  • Embedded HTML

    Each email has a report embedded into its body as inline HTML content.

Dashboard

  • A URL to view the dashboard

    Each email contains a URL, specifying the address of a web page that displays a dashboard.

  • An attached PDF

    Each email contains a dashboard attached as a PDF file.

  • An attached Excel workbook.

    Each email contains a dashboard attached as an XLSX file.

Email Recipients

Specifies whether recipients should receive individual emails, or a common email with all recipients listed in the "To" section.

This option is only available if the Task Mode is set to Document.

Emailing a Blank Document

Specifies whether or not to send blank documents by email, should they be created based on their underlying data.

Start Date

Specifies the date and time at which the task should run.

Store Documents for ... day(s)

Specifies for how many days to store created documents on the server. A zero value indicates unlimited document storage time.

Enabled

Specifies whether or not the task is allowed to run automatically.

Recurrence

Specifies the recurrence options of the task.

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Click Add Task to schedule the task and proceed to specifying its other settings.

Parameters Binding

This section is available in the following cases.

  • When the Task Mode is set to Billing Statement.
  • When the Task Mode is set to Document and the document contains visible parameters.

In this section, you are required to specify a data model that contains a data member (query, table or view) storing recipient emails.

Optionally, you can also specify a data field containing recipient names. These names will appear in the headers of created emails.

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Document Parameters

This section is available only when a scheduled billing statement or document contains parameters. In this section, you can specify parameter values (multi-value and cascading parameters are supported).

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A parameter value can be supplied from one of the following sources.

  • Static

    A parameter value is specified manually.

  • Bound

    A parameter value is supplied from a specified data source.

    This option is only available when the Task Mode is set to Billing Statement.

  • Calculated

    A date-time parameter value is calculated at the time of running the scheduled task and corresponds to the selected point in time.

    The following calculated values are supported.

    Month

    Quarter

    Year

    • Start of the previous task
    • End of the previous task
    • Start of the previous day
    • End of the previous day
    • Start of the current day
    • End of the current day
    • Start of the next day
    • End of the next day
    • Start of the previous week
    • End of the previous week
    • Start of the current week
    • End of the current week
    • Start of the next week
    • End of the next week
    • Start of the previous month
    • End of the previous month
    • Start of the current month
    • End of the current month
    • Start of the next month
    • End of the next month
    • Start of the previous quarter
    • End of the previous quarter
    • Start of the current quarter
    • End of the current quarter
    • Start of the next quarter
    • End of the next quarter
    • Start of the previous year
    • End of the previous year
    • Start of the current year
    • End of the current year
    • Start of the next year
    • End of the next year

Internal Subscribers

This section is available only when the Task Mode is set to Document.

You can specify which of the registered Report and Dashboard Server users should receive emails by the scheduled task.

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For internal subscribers to be able to receive these emails and access the created documents, they must be granted at least the minimum (read-only) permission to access this scheduled task.

External Subscribers

This category is available only when the Task Mode is set to Document.

In addition to registered Report and Dashboard Server users, you can specify any number of external subscribers to each scheduler task. The subscribers can be delimited by any of the following symbols: comma (,), semicolon (;), carriage return (\r), or new line (\n).

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Export To Shared Folder

This category is available only when the Task Mode is set to Document.

You can export documents to various document formats and share these documents by placing them to a local or remote folder. To do this, specify paths to the resulting files separated by a comma. If a file with the specified name already exists, it will be overridden by a scheduled task.

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A document's file format will correspond to the specified file extension. The supported extensions depend on the document type:

Report

Dashboard

  • "csv"
  • "docx"
  • "html"
  • "mht"
  • "pdf"
  • "rtf"
  • "txt"
  • "xls"
  • "xlsx"
  • "pdf"
  • "png"
  • "xlsx"

When specifying the folder and/or file names, you can use the following placeholders.

  • #Year#, transformed into 4 digits specifying the current year
  • #Month#, transformed into 2 digits specifying the current month
  • #Day#, transformed into 2 digits specifying the current day
  • #Hour#, transformed into 2 digits specifying the current hour (in 24 hour format)
  • #Minute#, transformed into 2 digits specifying the current minute

Manage the Created Task

After you click Save, the new task appears in the Scheduling screen.

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To manage the created task, use the following buttons.

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Show Generated Documents

Lists all documents generated by a task.

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Update

Enables you to customize any of the task's options described earlier in this document.

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Delete

Deletes the task from the Report and Dashboard Server along with all documents generated by this task.