Any saved report can be emailed automatically, for example a timesheet report every Monday or an invoice aging report at the start of each month. Each delivery is a fresh copy of the report, run with the saved parameters.

Schedule a saved report

  1. Save the report first. Open it, set the parameters, click Preview, then Save As. See saving and sharing reports.

  2. Go to Reports and open the Saved tab.

  3. On your saved report's card, click Schedule automated email delivery.
    The link only appears on saved reports you created.

    A saved report card, Hours by client - year to date, on the Saved tab of Reports, with the Schedule automated email delivery link

  4. Fill in the Report Scheduled Delivery Settings:

    • Repeat Every: a number and Days or Months, for example every 7 days or every 1 month.
    • Start Date: the date of the first delivery. It can't be in the past.
    • Number of Repeats, or tick Never expires.
    • Subscribers: the people who receive the report.
    • Delivery Format: Adobe Acrobat PDF, Excel Spreadsheet (XLS) or Excel Spreadsheet (XLSX).
    • Delivery Time: the hour to send it.
    The Report Scheduled Delivery Settings popup, set to send the report every 1 month as an Adobe Acrobat PDF at 17:00, with Start Date, Number of Repeats and Subscribers still to fill in

  5. Click Save Recurrence. The card now shows the schedule, for example "Delivery scheduled every 7 Days".

Who can receive it

Administrators, Portfolio Managers and Project Managers can choose any active team member or external contact as a subscriber. Everyone else can schedule a report to themselves only.

The report is run with the access of the person who created the schedule, and subscribers receive exactly that. Only add people who should see all of the report's data.

What subscribers receive

Each subscriber gets an email from Avaza Reports with the subject "Scheduled Report:" and the saved report's name. It contains:

  • a download button for the report file. The link expires after one month;
  • the file itself as an attachment, when it's 3 MB or smaller;
  • a link to unsubscribe from that report.

Replies go to the person who created the schedule. Archived users no longer receive deliveries.

Choose the delivery time

Deliveries are sent in the hour after the Delivery Time, in your account's time zone. New saved reports start with the account's default time, shown under the settings. An Administrator can change it with Adjust Default Time.

Pause, change or stop a schedule

Click the schedule link on the saved report's card again. The top of the window shows Reports Sent, Last Sent, Next Delivery and the Status.

  • Stop pauses deliveries. Resume starts them again from the next due date.
  • Change any setting and click Save Recurrence.
  • Delete removes the schedule and its subscribers. The saved report itself stays.

When all the repeats have been sent, the status changes to Expired. To restart it, set a new Number of Repeats or tick Never expires, and save.