Report Scheduler

What is Report Scheduler?

• Automated email delivery - Reports sent automatically
• Flexible scheduling - One-time, daily, weekly, monthly options
• Contact group targeting - Send to specific groups
• Custom email content - Subject and message customization
• Schedule management - View, edit, and delete schedules
• Status tracking - See active/inactive schedules and next run times

Getting Started

Accessing Report Scheduler

1. Open a report in Report Details
2. Find the "Scheduler" tab or section
3. Click to open the scheduler interface
4. View existing schedules or create a new one

Understanding the Scheduler Interface

• Header: "Report Scheduler" with description
• Active Schedules List: All schedules for the report
• Create New Schedule Button: Add a new schedule
• Empty State: Message when no schedules exist

Creating a New Schedule

Step 1: Open Create Form

1. Click "Create New Schedule"
2. Form opens with configuration options
3. Two-column layout: Form on left, Preview on right

Step 2: Configure Schedule Details

• Enter a descriptive name
• Example: "Weekly Executive Summary", "Monthly Team Report"
• Helps identify the schedule

• One-time delivery
• Select specific date and time
• Good for: One-time reports, special events

• Every day at the same time
• Select time only
• Good for: Daily dashboards, regular updates

• Monday through Friday only
• Select time only
• Good for: Business day reports

• Same day each week
• Select day of week and time
• Good for: Weekly summaries, regular reviews

• Same day each month
• Select day of month (1-31) and time
• Good for: Monthly reports, recurring analysis

• Time picker only
• Select hour and minute
• Example: 9:00 AM, 2:30 PM

• Date/Day selector + Time picker
• Side-by-side layout
• Time must be at least 5 minutes in the future

• Time must be more than 5 minutes after current time
• System uses your timezone
• Times are converted to server time automatically

Step 3: Configure Email Settings

• Select a contact group from dropdown
• Shows available groups
• All members of the group receive the email

• Pre-filled: "noreply@trustminder.ai"
• Read-only
• Standard sender address

• Customize the subject line
• Defaults to report name if empty
• Use descriptive subjects

• Optional email body text
• Supports CCV placeholders
• Personalize with contact variables

• If the contact group has CCV fields, buttons appear
• Click a CCV button to insert it into the message
• Example: {{department}} becomes the recipient's department
• Personalizes each email

Step 4: Review and Save

• Shows frequency summary
• Displays selected contact group
• Shows email subject
• Updates as you configure

1. Review preview
2. Ensure all required fields are filled
3. Click "Save Schedule"
4. Schedule is created and appears in the list
5. You're redirected back to the scheduler view

• Schedule name required
• Frequency must be selected
• Time must be valid (5+ minutes in future)
• Contact group must be selected
• Date/day required for Just Once/Weekly/Monthly

Understanding Schedule Status

Active Status

• Schedule is active
• Next run is in the future
• Will execute automatically
• Green status dot indicator

• Schedule has completed or expired
• Next run is in the past
• Will not execute
• Grey status dot indicator

• Based on next run date/time
• Automatically calculated
• Updates when schedules run

Viewing Schedules

Schedule List Display

• Green dot: Active
• Grey dot: Inactive
• Visual status at a glance

• Name you assigned
• Helps identify the schedule

• "Active" or "Inactive" badge
• Color-coded for quick recognition

• Group name
• Number of recipients
• Example: "Executive Team (5 recipients)"

• Next Run: When schedule will execute next
• Ran At: When a one-time schedule executed (if in past)
• Formatted as: "MMM d, yyyy 'at' h:mm a"
• Example: "Dec 15, 2024 at 9:00 AM"

• Edit Icon: Modify schedule
• Delete Icon: Remove schedule

Managing Schedules

Editing a Schedule

1. Click the Edit Icon (pencil) on a schedule
2. Edit form opens with current settings
3. Modify any configuration
4. Click "Save Schedule" to update
5. Changes take effect immediately

• Schedule name
• Frequency
• Date/time/day settings
• Contact group
• Email subject
• Email message

• Schedule updates with new settings
• Next run recalculates
• Status updates if needed
• Existing schedule is modified (not duplicated)

Deleting a Schedule

1. Click the Delete Icon (trash) on a schedule
2. Confirmation dialog appears
3. Review schedule name
4. Click "Delete" to confirm or "Cancel" to keep
5. Schedule is permanently removed

• ⚠️ Cannot be undone
• Schedule stops immediately
• No future emails will be sent
• Historical schedule data may be retained

Understanding Schedule Frequencies

Just Once

• Select specific date
• Select specific time
• One-time execution

• Special event reports
• One-time analysis
• Project completion reports
• Test schedules

• Shows "Ran at" instead of "Next run"
• Status becomes "Inactive"
• No further emails sent

Daily

• Select time only
• Runs every day at that time

• Daily dashboards
• Regular updates
• Continuous monitoring

• Calculated as next occurrence of selected time
• Updates automatically after each run

Week Days

• Select time only
• Runs Monday through Friday

• Business day reports
• Workweek summaries
• Excludes weekends

• Next weekday at selected time
• Skips weekends automatically

Weekly

• Select day of week (Monday-Sunday)
• Select time
• Runs same day each week

• Weekly summaries
• Regular team updates
• Recurring reviews

• Next occurrence of selected day/time
• Example: "Every Monday at 9:00 AM"

Monthly

• Select day of month (1-31)
• Select time
• Runs same day each month

• Monthly reports
• Recurring analysis
• Regular summaries

• Day 31 may not run in months with fewer days
• System handles month-end automatically
• Next run adjusts for month length

Email Delivery Details

What Recipients Receive

• Subject: Your custom subject (or report name)
• Message: Your custom message (if provided)
• Report Attachment: PDF or link to report
• Report Content: Full report data

• Professional formatting
• Includes report as attachment or link
• Personalized with CCV placeholders (if used)

Contact Groups

• Select a contact group when creating schedule
• All members of that group receive the email
• Group membership is managed separately
• Recipient count shown in schedule display

• Use specific groups for targeted delivery
• Create groups for different audiences
• Update groups as team changes
• Verify group membership before scheduling

Best Practices

Schedule Naming

• Include frequency: "Daily Dashboard", "Weekly Summary"
• Include audience: "Executive Monthly Report"
• Include purpose: "Q4 Sales Performance Weekly"

• "Daily Team Dashboard"
• "Weekly Executive Summary"
• "Monthly Board Report"
• "Quarterly Analysis - Sales Team"

Time Selection

• Choose times when recipients check email
• Avoid early morning or late night
• Consider time zones if applicable
• Business hours typically work best

• 9:00 AM - Start of business day
• 2:00 PM - Mid-afternoon check-in
• 5:00 PM - End of day summary
• 8:00 AM - Early morning briefing

Frequency Selection

• Daily: Real-time monitoring
• Weekly: Regular updates
• Monthly: Strategic reviews
• Just Once: Special events

• Don't send too frequently
• Consider recipient email volume
• Balance information needs with email fatigue

Email Content

• Be specific and descriptive
• Include date/period if relevant
• Example: "Weekly Sales Report "

• Keep messages concise
• Highlight key insights
• Use CCV placeholders for personalization
• Include call-to-action if needed

Troubleshooting

• Refresh the page
• Check you're viewing the correct report
• Verify schedule was saved successfully
• Check for error messages

• Next run date is in the past
• One-time schedule has already run
• Schedule may need to be recreated
• Check next run date/time

• Verify contact group has members
• Check email address is correct in contact group
• Verify schedule is "Active"
• Check spam/junk folders
• Contact administrator if persistent

• Verify you have permissions
• Try refreshing the page
• Check for error messages
• Contact administrator if needed

• Time must be 5+ minutes in the future
• Check current time
• Select a later time
• Account for timezone if applicable

• Verify groups exist
• Check group permissions
• Refresh the page
• Contact administrator

Quick Reference

Frequency Options

• Just Once: One-time delivery
• Daily: Every day
• Week Days: Monday-Friday
• Weekly: Same day each week
• Monthly: Same day each month

Schedule Status

• Active: Green dot, future next run
• Inactive: Grey dot, past next run or completed

Common Actions

• Create: "Create New Schedule" button
• Edit: Pencil icon on schedule
• Delete: Trash icon on schedule
• View: Click schedule name (if clickable)

Email Configuration

• To: Contact group (required)
• From: noreply@trustminder.ai (fixed)
• Subject: Custom (optional)
• Message: Custom with CCV support (optional)

Need More Help?

• Report name and ID
• Schedule name (if created)
• What you were trying to do
• Any error messages
• Screenshot of the issue
• Frequency and time settings
• Contact group name