Open the Schedule Email window by right-clicking a report and selecting Schedule Report to Be Emailed. This window allows you to create a schedule for when the report will be emailed to the desired recipients by inserting a record in the upper pane (and completing the fields of the record using right-click commands) and inserting the recipients in the lower pane.

Note: The shortcut menu of the upper pane contains a command called Email Now. Since this command sends the report immediately rather than at a scheduled time, you do not need to complete the CRON Expression, Start Time, or End Time fields.

The Schedule Email window contains two panes: Schedules for Report and Emails for the Schedule. In addition, the window also contains three command buttons at the bottom of the window. The functions of these buttons are described below:

  • Apply Now: Save the data in the window and enables the Email Now command.
  • Cancel: Discard any changes made to the window and close the window.
  • OK: Save the data in the window and close the window.

Schedules for Report Pane


The Schedules for Report pane shown at the top of the Schedule Email window is where you configure the schedule for when the selected report will be sent.

  • CRON Expression: This column contains the expression that determines the Start Time and End Time for when the report is sent to the recipients. To create and enter the CRON expression, right-click the record to display the shortcut menu and select the Set Schedule command. See below for more information on this command.
  • Disabled: When this check box is selected, the schedule is disabled and so the system will not distribute the selected report.
  • End Time: This column sets the end of the time period in which the CRON expression will be processed to distribute the selected report. You may enter a date directly or click the Calendar icon to display a calendar. Once the day specified in this field is reached, the report will no longer be sent.
  • Format: When input data is required for a report, the system displays this column. This column contains a drop-down list of formats for the distributed report.
  • Message: This column shows the optional email message that will accompany the distributed report. Create the message by right-clicking the record to display the shortcut menu and selecting Edit Email Message.
  • Report Args: When input data is required for a report, the system displays this column. It shows the expression that determines what data is shown in the distributed report. Create the expression by right-clicking the record to display the shortcut menu and selecting the Define Argument(s) command.
  • Schedule Name: This is the name of the schedule.
  • Start Time: This column sets the beginning of the time period in which the CRON expression will be processed to distribute the selected report. You may enter a date directly or click the Calendar icon to display a calendar.
  • Define Arguments: This command box displays a dialog so you may enter any data required for the report. After entering the data and closing the dialog box, the system will put the entered data in the Report Args column. (If input data is not required for the report, this command is not available.)
  • Edit Email Message: This command displays the Message dialog box. You use this dialog box to compose the (optional) email message that will accompany the distributed report. After composing the message and closing the dialog box, the system places the message in the Message column.
  • Email Now: This command becomes available after entering the recipients of the report (which may only be done after inserting a record in the Schedules for the Report pane) and then clicking the Apply Now command button. Once it is available, it immediately sends the report to the specified recipients. After the command executes, it is a good practice to select the Disable check box in the upper pane to ensure that the report is not sent again by the system.
  • Set Schedule: This command sets when the report will be distributed. It displays the CRON Expression Editor dialog box. See CRON Expression Editor for more information about this dialog box. After composing the CRON expression and closing the dialog box, the system places an abbreviated version of the expression in the CRON Expression column.

Emails for the Schedule Pane

The Emails for the Schedule pane shown at the bottom of the Schedule Email window contains the recipients of the report. You may enter a recipient in either of two ways (note that the commands shown below do not become available until a record is inserted in the upper pane):

  • Right-click the pane to display the shortcut menu and select Insert. The system inserts a blank record. You may then directly enter the email address to which the report will be sent in the Email column.
  • Right-click the pane to display the shortcut menu and then click Insert Users Email Address. The system responds by displaying a list of users with email addresses. You then select the desired recipient(s) by clicking the check box beside the recipient's name. Once all recipients are selected, close the dialog box and the system inserts a record for each selected recipient. In this method, the recipient's email address appears in the User Email column rather than the Email column, but the function is the same.

After entering the email address of the recipients, use the drop-down list in the Copy field to set whether the recipient appears on the To line of the email; the CC line of the email ("carbon copy"); or BCC line of the email ("blind carbon copy" — that is, the recipient receives a copy but he or she does not appear on the emails sent to the other recipients).

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