Scheduling allows you to send automated report to your clients, for example monthly, weekly of even daily. Setting up a schedule consists of three steps:
Choosing the date range
Composing a message
Configuring rules
To start creating a schedule, click the Schedule Report button in the draft report:
 |
1. Choose a Date range
When you start creating a schedule, you're first prompted to set up the following date range settings:
 |
Start sending: The date and time you want to send your report. Select the start date by clicking the calendars above this option.
Stop sending: The date you want to stop sending the report. (Optional)
Interval: The sending interval. For example, if you want to send a report monthly, select Every 1 month at the interval.
Date range: The date range you want the exports to be about. For example, if you want to send monthly reports about the previous month, select Previous month
Timezone: The timezone in the above settings will apply. For example, if you have a client overseas and you want to send the report at 8 am their time, you can change the timezone to their timezone to ensure this.
2. Compose the message
Click on the blue Next: Compose message button to start entering details for the email that is sent out with the export. There, you'll see the following fields:
|
From: The from email address. Only email addresses from active users in the team can be used. Want to use a different email address? Read here how to achieve this.
To: The email address(es) to send the email to. When clicking this, the contact email from the client connected to the report is shown. This allows you to quickly set up the schedule for your client. You can also add additional email addresses by simply typing them in the To field.
CC Bcc Reply-to: Clicking this will allow you to add CC, BCC, and Reply-to email addresses.
Subject: The email subject. If you've selected an email template, this will automatically be filled with the text from that template. Read more about email templates here.
Template: The email template to use for the email. Click this to select an email template or to save your current email as an email template for reuse in other emails/schedules. Read more about email templates here.
Insert logo: Insert a logo to the header of your email. This can be the team logo, client logo, or a custom logo you can upload on the spot. Click here to read more about team and client logos.
Insert signature: Insert your personal email signature. If you don't have an email signature yet, clicking this will allow you to set one up. Note that the signature can only contain text, no images.
"Online report as link": Select the export format of the report. This defaults to the export format setup for your report, in the case of the screenshot "Online report as link". More info about different export formats is available, and their differences can be found here.
"Type your email text here...": This contains the email content. Write the message you want to send along with your report export. If you've selected an email template, this will automatically be filled with the text from that template. Read more about email templates here.
Once you're done setting up the email, you can choose to save the schedule like this with the green Done button or go on to the optional last step to set up send rules.
3. Configure rules (optional)
Click on the blue Optionally: Configure rules button. There you'll be able to set up rules that define when you don't want your report to be sent out. To add a rule, click the green Add a rule button:
A first rule will then appear for you to set up. The possible options for the rules are visualized below:
|
The rules look at the KPI targets that are setup in your report. Based on what you setup in these options and whether the KPI targets are bad, dangerous or good it will not sent:
Good (green): The KPI value is less than or equal to 100% of the targeted value
Dangerous (orange): The KPI value has exceeded the targeted value
Bad (red): The KPI value has exceeded the target with at least 20%
Other Options
Pause your schedule
If, at any point, you want to pause the schedule, click on the schedule on the right side of the draft report:
|
There, at the top, you'll find an On/Off switch. Click that, to change it to Off and pause the schedule. Then click Done to save this change. The schedule will then be paused until you unpause it again.
Delete your schedule
To delete your schedule, click on the "more options" button and go to the schedules tab:
 |
Schedules overview
To see an overview of all your schedules, go to Reports in the left-hand menu. There click on Schedules to see an overview of all schedules in the team:
You can also edit the schedule from this overview. To do this, click the next send time of the schedule you want to edit:
The schedule settings popup will open, where you'll be able to set up the schedule the same way as explained in the rest of this article.
If you have trouble doing any of these steps, please contact us at support@swydo.com.