Cal State Training Resources / CSU Learn / SumTotal Administrators / Reporting

How to Create a Report Schedule

Updated on Jul 13, 2023

This article covers how to create a report schedule. Creating a report schedule will allow you to automatically send a report to your e-mail or anyone on your campus based on specific criteria defined in the report.

Report Schedule

Updating the Schedule

Report Schedule

Step 1: In the Repository, search for the report you wish to schedule, right-click, and select Schedule.

You can only schedule Report types and not Ad Hoc View types.

There is a green box showing the location of Schedule.

Step 2: To schedule the report, click on Create Schedule.

There is a green box showing the location of the Create Schedule button.

Step 3: Select the Schedule Start and Recurrence.

it displays information in Schedule Start and Recurrence.

Step 4: For the recurrence types there are 2 different types:

Simple: which will report every number of days or;
Calendar: which will be monthly or daily at a certain time.

Under Recurrence Type, you can select Simple or Calendar. There is a green box showing the location of Recurrence Type.

Step 5: You can also set an end date of the schedule.

Step 6: Select Output Options to indicate what format you would like your report to be sent in.

Best practice is to use CSV formats for output.

Output Options will allow you to select the report format.

If you are interested in outputting to sFTP, please contact us.

Step 7: Select Notifications (top-right) to add email address of the people you would like to send this report to, add a subject line and message in each report sent. You can also send a Job Status notification to people if you like letting you know if your report was successful or failed.

Best practice is to output report as attachment or zip file if the data set is large.

Notifications will allow you to add an email address, subject and message. Green highlight box and arrow showing the Notifications tab.

Step 8: Click SAVE once completed.

There is a green box showing the location of the Save button.

Step 9: The Save window will appear. Type in the Scheduled Job Name and click on the Save button.

Save window with the scheduled job name.

Step 10: The page will refresh and you will see your scheduled report.

You can create multiple schedules for the same report as needed.

Updating the Schedule

Step 1: To update the schedule, search for the report in the Repository. The report will have a clock icon next to the report's name to indicate that it's scheduled.